EXCELLENCE IS OUR FOUNDATION.
It’s our heritage—and our future. At Madrid CFTL, we don’t just inspect and test materials—we build confidence, ensure safety, and drive progress with every report, every standard upheld, and every client served.
We are a growing civil and geotechnical firm offering drilling services, construction materials testing, and laboratory analysis. Our projects are a testament to our technical excellence and dedication to service. Join Madrid CFTL and be part of a team where quality, safety, and performance aren’t just priorities—they’re who we are.
Office Manager
We are seeking a proactive and detail-driven Office Manager to lead day-to-day office operations with a strong focus on accounting and administrative coordination. This role is central to our financial workflow and supports our leadership, technical, and HR teams to ensure seamless internal operations.
Key Responsibilities
Accounting & Financial Coordination
-
Prepare and distribute accurate customer invoices in a timely manner.
-
Monitor accounts receivable and follow up on outstanding balances.
-
Record and reconcile daily transactions using QuickBooks Desktop.
-
Assist Accounting Manager with month-end closings and reporting activities.
-
Maintain organized financial documentation and support internal audits.
-
Project accounting experience is a strong plus.
Office Administration
-
Manage day-to-day office operations, ensuring a professional and efficient environment.
-
Coordinate office maintenance, equipment servicing, and supply inventory.
-
Maintain office asset and equipment tracking.
-
Organize calendars, meeting logistics, and company-wide communications.
Reception & Front Desk Support (As Needed)
-
Greet clients, visitors, and vendors with professionalism.
-
Answer phones, route calls, respond to emails, and manage general inquiries.
-
Oversee the reception area and handle incoming/outgoing mail and packages.
Human Resources Support
-
Assist with new hire onboarding, including preparation of materials and orientation scheduling.
-
Maintain employee records and track PTO, absences, and related data.
-
Support hiring compliance tasks such as background checks and documentation review.
-
Coordinate benefits enrollment and assist with insurance renewals.
-
Gather data for annual audits including general liability and workers' compensation.
Other Duties
-
Draft and manage general correspondence and internal communications.
-
Provide clerical and administrative support to management.
-
Take on additional tasks and responsibilities as assigned by the leadership team.
Qualifications
-
3+ years of experience in office management, administrative coordination, or bookkeeping.
-
Proficiency in QuickBooks Desktop and Microsoft Office (Excel, Outlook, Word).
-
Knowledge of project-based accounting or construction-related billing processes is a plus.
-
Highly organized with strong time-management and communication skills.
-
Comfortable managing multiple priorities in a fast-paced environment.
-
Positive attitude, problem-solving mindset, and collaborative approach.
Madrid CFTL is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace for all employees.