Office Manager/Administrative Assistant

• Job Title:

  Office Manager
• OCHOA Stucco (Bilingual a Plus)
• Overview
• A proactive, detail-oriented Office Manager for OCHOA STUCCO, responsible for coordinating daily office operations, and supporting a range of business ventures (including daily deposits, stucco jobs, rental tracking, and related activities) and light housekeeping of the office area.

This role ensures smooth administrative flow, accurate financial processing, strong client/vendor relations, and compliance with safety and industry standards.

• Key Responsibilities
• Administrative Coordination
• Manage front-desk greetings, phone, text, email & social media inquiries, and general reception duties.
• Maintain calendars for projects, rentals, and administrative tasks; organize file systems (digital and physical).
• Prepare, file, and archive job folders, contracts, change orders, invoices, and deposit records.
• Light Office & Housekeeping
• Keep the office area clean, organized, and presentable for clients and staff.
• Ensure common areas are stocked with supplies; coordinate maintenance requests as needed.
• Maintain equipment and facilitate IT/office service needs.
• Daily Deposits & Financial Processing
• Process daily cash deposits and reconcile against receipts and bank statements.
• Track payments from clients, vendors, and rental activities; ensure accurate posting to accounting system.
• Support accounts receivable/payable functions and assist with month-end close as needed.
• Rentals, Ventures & Tracking
• Monitor rental property or equipment allocations connected to the OVHOA operations; track lease terms, due dates, and renewals.
• Maintain records for ancillary business ventures and partnerships; coordinate invoices, revenue tracking, and cost reporting.
• Prepare routine financial reports related to rentals and ventures for leadership review.
• Project Scheduling & Logistics
• Schedule crews closely with owner and coordinate with suppliers for materials (stucco-related products) and equipment.
• Track project milestones, deadlines, and budget usage; update project dashboards.
• Arrange site visits for inspections and client meetings as needed.
• Client, Vendor & Community Communication
• Serve as primary contact for clients, sub-contractors, and vendors; provide timely status updates.
• Liaise with supervisors, foremen, subcontractors, and HOA board liaisons to ensure clear communication and issue resolution.
• Build and maintain positive relationships with suppliers and service providers.
• Compliance & Quality Assurance
• Ensure paperwork complies with company policy, HOA/association rules, and industry regulations.
• Maintain safety documentation, OSHA records, and site safety checklists.
• Coordinate post-project follow-ups, warranty issues, and client satisfaction surveys.
• Office Systems & Tools
• Manage accounting systems (e.g., QuickBooks or similar), and document management.
• Oversee office supplies, equipment contracts, and vendor management.
• Identify and implement process improvements to enhance efficiency and accuracy.
• Required Qualifications
• Prior office management experience, preferably in construction, trades, or property management.
• Strong organizational, multitasking, and problem-solving abilities with meticulous attention to detail.
• Excellent written and verbal communication skills; bilingual ability (e.g., English/Spanish) is a plus.
• Proficiency in MS Office (Excel, Word, Outlook) and familiarity with QuickBooks experience is a plus.
• Comfort handling confidential information and financial data; ability to work with a diverse set of stakeholders.
• Positive, customer-service orientation; ability to manage expectations professionally is a MUST.
• Preferred Qualifications
• Familiarity with stucco application processes, permits, inspections, warranties, and related regulatory requirements.
• Experience managing rental tracking, deposits, and relationship with rental company.
• Basic knowledge of color integration, coatings, waterproofing terminology, and general construction workflows.
• Experience coordinating field crews, suppliers, and subcontractors on commercial or residential projects.
• Work Environment & Schedule

• Location:

  On-site office with occasional site visits; some tasks may be remote or hybrid.
• Typical hours: Part-Full-time, Monday-Friday; occasional after-hours or weekend work for deadlines or emergencies.

• Travel:

  Occasional local travel to collect from job sites, supplier locations,
• Compensation & Benefits
• Competitive salary based on experience.
• How to Apply
• Submit your resume, a brief cover letter detailing experience with office operations, rentals, or related ventures, and any software proficiencies.

Pay:

From $18.00 per hour

Work Location:

In person