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Office / Account Manager needed NYC

Office / Account Manager
AirFlow Dynamics Inc. | New York, NY | Full-Time, In-Office (Hybrid potential for the right candidate)
About Us
We are AirFlow Dynamics Inc., a fast-growing,  commercial HVAC / Mechanical Contractor based in Manhattan, working directly with general contractors and landlords on commercial construction projects throughout New York City. We’re a startup that’s scaling quickly, and we’re putting the structure in place now to make sure that growth continues. That means priorities can shift fast and the role will grow and evolve alongside the company — we need someone who thrives in that kind of environment, not someone looking for a steady-state, status-quo job. As we scale, we’re looking for an organized, detail-driven Office / Account Manager to run the operational and financial backbone of our office and help shape how we run as we grow.
The Role
This is a hands-on operations role at the center of how our company runs day-to-day and gets paid and protected on every job. You’ll own a broad mix of responsibilities — billing, accounting, payroll, insurance compliance, vendor management, and general office administration — that keep the business running smoothly as we grow. You’ll work closely with our estimating and project management team, our accountant, and our insurance broker, and you’ll be a key point of contact for GCs on payment and compliance matters.
What You’ll Do
Billing & Invoicing
  • Manage progress billing and change order invoicing in QuickBooks against GC purchase orders and approved estimates
  • Prepare all AIA payment requisitions (G702/G703) and related paperwork for all projects
  • Track outstanding pay applications, retainage, and receivables; follow up with GCs on payment status
  • Prepare and submit lien waivers and other documentation required for payment release
  • Maintain accurate job-level billing records and support month-end reporting
Insurance & Compliance
  • Manage certificates of insurance (COIs) — collecting, tracking, and renewing COIs from vendors and subcontractors, and submitting AirFlow Dynamics’ own COIs to GCs per contract requirements
  • Track insurance expirations and proactively manage renewals with our broker
  • Support project-specific insurance requirements, including CCIP/OCIP wrap-up enrollment and documentation
  • Assist with prevailing wage and certified payroll documentation where applicable
  • Maintain organized compliance files for active and closed-out projects
Payroll & Banking
  • Manage payroll and payroll taxes
  • Process bank deposits and complete bank and credit card reconciliations
Office Management
  • Answer phone calls and provide general administrative office support
  • Support the estimating and project management team with administrative needs as projects move from bid to closeout
  • Maintain organized digital filing systems for contracts, change orders, purchase orders, COIs, submittals, and drawings
  • Manage office vendor relationships (IT, supplies, equipment)
  • Support the accountant/CPA during tax season and audits
Subcontractor & Vendor Management
  • Work with project managers to issue vendor and subcontractor agreements
  • Collect and maintain W-9s, insurance certificates, and licensing documentation for vendors and sub-subcontractors
Compliance & Documentation
  • Support certified payroll reporting on prevailing wage jobs
  • Enter certified payroll online for School Construction Authority (SCA) jobs
  • Assist with prequalification packages (bonding letters, financials, insurance, references) for new GC relationships
Accounts Payable & Receivable
  • Maintain accounts payable and accounts receivable
  • Process vendor and subcontractor invoices and match against purchase orders
  • Track NY sales tax on materials for accurate job costing
Project Closeout
  • Process closeout documents, including NYCSCA Labor Compliance Management documentation, for applicable projects
  • Coordinate final lien waivers, warranties, and O&M documentation at project closeout
  • Track retainage release schedules
What We’re Looking For
  • Must be legally authorized to work in the United States
  • 5+ years of experience in office management, billing, or insurance/compliance administration — construction or subcontracting experience strongly preferred
  • Working knowledge of QuickBooks (or similar accounting software)
  • Experience with, or openness to, using AI tools to streamline and expedite daily tasks
  • Comfort with certificates of insurance, lien waivers, and payment application processes
  • Experience with certified payroll reporting and prevailing wage job requirements strongly preferred
  • Comfortable working in a fast-growing company where responsibilities and priorities can shift quickly
  • Highly organized with strong attention to detail
  • Clear communicator, comfortable following up with GCs and vendors
  • Proficiency in Microsoft project and general office software
  • Prior experience in a construction office environment is highly desired
Nice to have:
  • Notary Public certification
  • Familiarity with NYC construction industry requirements (prevailing wage, wrap insurance/CCIP-OCIP, Labor Law insurance considerations)
Logistics
  • Location: In-office, New York, NY (368 9th Ave) — our office has access to building amenities (lounge spaces, coffee bars and more)
  • Schedule: Full-time, Monday–Friday (Flexible schedule) 
  • Hybrid: This role starts fully in-office. After a successful onboarding period, a hybrid schedule may be available for the right candidate.
  • Compensation: Commensurate with experience

Salary $60,000 + 

How to Apply
Send your resume to info@airflowdynamic.com with “Office / Account Manager” in the subject line. Please include your salary requirements with your submission.
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