Office Manager

Office Manager Gemini Framing, Inc. Elk Grove, CA Job Details Full-time $28 - $35 an hour 2 days ago Benefits Health insurance Dental insurance 401(k) Vision insurance Qualifications Vendor relationship building Employee onboarding Accounts receivable Spanish Occupational safety regulation compliance Financial data reconciliation Maintaining an organized workspace Phone communication Supplier management Workflow management (operations management method) Safety regulations Facilities management Regulatory compliance Compliance audits & assessments Process improvement Executive administrative support English Financial management report preparation Mid-level Improving operational efficiency Compliance management implementation Fleet management High school diploma or GED Personnel records management DOT (Department of Transportation) regulations Invoice payment processing Policy & process development Financial record maintenance Construction document control Vendor relationship management QuickBooks Contracts Accounting and finance experience Construction administrative experience Workers' compensation Productivity software Office management Financial audit support Onboarding process management Construction change order management Communication skills Payroll processing File organization Overseeing training Client interaction via phone calls Full Job Description

JOB OVERVIEW

The Office Manager is responsible for overseeing the daily administrative operations of the company's front office. This role supports company leadership, project managers, field supervisors, general contractors, vendors, and employees by ensuring workplace efficiency and productivity, accurate and secure recordkeeping, clear and timely communications, and timely processing of documents. The Office Manager plays a key role in maintaining company personnel records, supporting payroll processes, implementing policies and procedures, coordinating internal and external resources, ensuring compliance with construction industry requirements, and supporting a respectful, positive, and productive company culture. DUTIES and

RESPONSIBILITIES

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or for other reasons. Office Operations & Administration Oversee daily office operations, administrative workflows, and office systems. Provide administrative support to company owners, estimators, and project managers. Implement and improve policies, procedures, and workflows to enhance operational efficiency. Ensure adherence to company standards, procedures, and best practices. Manage office supplies and maintain vendor and service provider relationships. Liaise with contractors, accountants, attorneys, insurance providers, suppliers, and property managers. Answer and direct incoming phone calls and emails. Records & Document Management Maintain organized, secure filing systems for all company records, including project documentation, contracts, permits, licenses, insurance policies, and employee records. Ensure confidential and secure handling of all personnel, financial, and payroll documentation. Contracts, Compliance & Project Administration Ensure contract agreements and certificates of insurance are in place prior to project start. Track subcontractor documentation, including W-9s, insurance certificates, and licenses. Prepare and submit prequalification packages to general contractors. Generate and submit warranty documentation. Track and submit lien releases in accordance with payment schedules and regulations. Obtain required signatures on change orders and submit with supporting documentation. Monitor licensing and insurance renewal deadlines to ensure continuous compliance. Billing & Financial Coordination Perform billing functions, including generating and distributing customer invoices. Process vendor invoices and manage accounts payable workflows. Reconcile vendor statements and resolve discrepancies. Generate financial and job cost reports for management. Track payment milestones and change orders to support accurate billing. Insurance & Risk Management Maintain, track, and ensure timely renewal of company insurance policies (e.g., general liability, workers' compensation, inland marine, auto, umbrella). Provide certificates of insurance upon request. Fleet & Regulatory Compliance Maintain DMV registrations, Motor Carrier Permits, and service records for company vehicles. Ensure compliance with federal Department of Transportation requirements, including biannual certifications for heavy-duty trucks. Audit & Regulatory Support Prepare and provide documentation for auditors, accountants, and regulatory agencies. Stay informed of regulatory changes impacting business operations. Coordinate internal audits of documentation and compliance processes. Facilities & Workplace Management Oversee office organization, cleanliness, and overall functionality. Coordinate maintenance and repairs for office equipment and workspace. Ensure compliance with workplace safety standards. Client & Communication Management Serve as the primary point of contact for client inquiries and updates. Maintain professional communication standards across all interactions. Monitor client satisfaction and follow up on feedback or concerns. HR Support & Process Improvement Coordinate onboarding and training for new/rehired employees. Evaluate and optimize administrative processes to improve efficiency and reduce errors.

SUPERVISION

This position provides guidance and direction to Office Assistant(s) as needed.

MINIMUM REQUIREMENTS

Must have and be able to do the following: High school diploma or equivalent required 3+ years of office administration or office management experience strongly preferred Proficiency in Microsoft Office, QuickBooks, and HR/payroll platform Experience with accounts payable/receivable, invoicing, and basic job cost tracking Strong organizational, recordkeeping, and workflow optimization skills Ability to work independently, manage multiple priorities, and maintain attention to detail Strong verbal and written communication skills, with the ability to convey information clearly, professionally, and with courtesy Bilingual (English/Spanish) preferred

WORKING ENVIRONMENT/MINIMUM PHYSICAL REQUIREMENTS

This position operates in an office environment and routinely uses standard office equipment such as computers, phones, printer/scanner/copier, filing cabinets, etc. Regular, reliable attendance during standard business hours (8:00AM to 5:00PM) is required. Physical demands described here are representative of those that must be met, with or without reasonable accommodations, by the employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to: Talk and hear. Frequently sit and work at a computer for long periods of time as expected in most office-related positions. Engage in routine client contact and occasional stressful situations. Have hand-eye coordination and manual dexterity. Respond to visual or auditory cues. Maneuver freely through all areas of the office. Lift up to 25 pounds.

Pay:

$28.00 - $35.00 per hour

Benefits:

401(k) Dental insurance Health insurance Vision insurance Application Question(s): Please tell us why this position would be a great fit for you.

Experience:

Office management: 3 years (Preferred)

Language:

Spanish (Preferred)

Work Location:

In person