Job Description
Job Description
RMS is a 30-year-old specialized radon mitigation company dedicated to providing safe, reliable, and compliant solutions for commercial and residential buildings. We strive to protect the health and wellbeing of our customers by offering high-quality radon testing and mitigation systems. With a reputation built on integrity, technical expertise, and client satisfaction, RMS is committed to growth, regulatory compliance, and continuous innovation in our industry. As a family office–owned company, we take a long-term, values-driven approach to our business and our people.
We are seeking a highly organized, proactive, and multi-talented Office Manager to join our team. This is a dynamic, hands-on role that blends field operations support, accounting, and general office oversight. The ideal candidate will bring a blend of technical knowledge and administrative skills to help us scale and streamline our operations. This person will have the opportunity to work directly with the President and Director of Operations, maintaining strong communication with both internal leadership and the external Controller. This is a key role for the smooth functioning of day-to-day business operations, ensuring compliance, coordination, and communication between the office, field teams, and external stakeholders.
Key Responsibilities
Field Operations & Permitting
- Submit and track monthly state reports for compliance.
- Maintain and manage Certificate of Insurance (COI) and contractor compliance documentation.
- Assist with project scheduling and resident notice letters.
Accounting
- Manage day-to-day cash flow and treasury activities, including administration of online banking portals.
- Manage employee credit card administration and expense reconciliation, including receipt collection, balance monitoring, and follow-up on outstanding or non-compliant charges.
- Make vendor payments and keep accounts payable current via ACH, checks, and credit cards; manage accounts receivable, apply incoming payments, and ensure books are accurate.
- Work closely with third-party accounting firm on year-end reviews/audits.
- Track and report monthly budget performance, flagging variances and constraints.
- Pull payroll reports and prepare appropriate general ledger entries.
- Process payroll and per diems, prepare and issue invoices and ensure timely payments.
- Maintain compliance with tax regulations and accurate financial documentation.
- Manage vendor relationships, place inventory orders, and oversee receipt of shipments.
- Oversee payroll: review/approve changes to withholdings, insurance, deductions, and bonus calculations.
General Office & Compliance
- Answer incoming phone calls and route inquiries to the appropriate team members.
- Coordinate with external IT providers for hardware/software needs and troubleshooting.
- Oversee company insurance policies (P&C, Liability, Auto, WC, etc.).
- Manage office systems including phones, printers, and related vendor services.
- Administer employee documentation, handbooks, and file maintenance.
- Ensure compliance with all labor laws, including OSHA and Workman’s Comp requirements.
- Attend internal leadership meetings and provide support as needed.
Qualifications
- 5+ years of experience in operations, office administration, project coordination, or similar role.
- Experience in construction or field-based service industries preferred.
- Notary Public certification (or willingness to obtain one).
- Working knowledge of QuickBooks.
- Strong organizational, multitasking, and communication skills.
- Proficiency in Microsoft Office Suite and document management.
- Independent and team-oriented work ethic in a fast-paced environment.
Preferred Skills & Attributes
- Experience working with 3rd-party contractors, field crews, or inspectors.
- Experience with vendor management portals such as RealPage.
- Hands-on understanding of job site workflow and regulatory requirements.
- Positive, solution-oriented mindset with attention to detail.
- Able to thrive in an environment where no two days are the same.