Receptionist / Office Manager

Receptionist / Office Manager Pleasant Grove, UT Job Details $18 - $24 an hour 1 day ago Benefits Health insurance Paid time off Qualifications Meeting minutes Benefits administration Employee onboarding Accounting systems Microsoft Excel Financial data reconciliation Microsoft Outlook OSHA Vendor management Phone communication Greeting customers Filing Process improvement Executive administrative support Construction management software Mid-level Improving operational efficiency 3 years Personnel records management Real estate administrative experience Invoice payment processing Receiving shipments Construction document control QuickBooks Organizational skills Construction administrative experience Clerical experience Safety records management Office management Managing executive calendars Construction documentation Onboarding process management Construction project closeout Construction change order management Communication skills Permitting phase involvement Tenants Client interaction via phone calls

Full Job Description Overview:

Small real estate developer and general contractor seeking an organized, proactive Receptionist / Office Manager to manage front-desk operations and day-to-day office administration. This role supports company leadership, project teams, subcontractors, and clients; combines customer-facing duties with back-office coordination specific to construction and development.

Key Responsibilities:

Greet visitors, answer/route phone calls and emails, manage company mailbox and calendar scheduling. Serve as primary office point-of-contact for clients, vendors, subcontractors, inspectors, and tenants.

Maintain office systems and records:

filing (digital and paper), contract and permit tracking, project documentation, insurance certificates, and vendor/subcontractor files. Process incoming/outgoing mail and deliveries; manage office supplies and equipment vendors.

Support construction project administration:

prepare and distribute RFIs/Change Orders (as directed), track permits and inspection schedules, assist with job closeouts and lien waivers.

Assist with accounts payable/receivable:

prepare invoices, handle vendor bills, code receipts, reconcile statements, and coordinate with bookkeeper or external accountant. Prepare bank draws for projects Maintain and update contact lists, subcontractor insurance/qualification documentation, and project contact logs.

Support HR/admin tasks:

onboarding paperwork, benefits coordination, employee files, and maintaining policy documents. Coordinate small site visits, deliver paperwork to job sites, and occasionally attend job meetings to take notes or track action items. Maintain basic compliance and safety documentation for office and jobsites (e.g., OSHA postings, First Aid kit inventory). Implement and improve office processes, procedures, and templates to increase efficiency.

Required Qualifications:

3+ years office administrative experience; prior experience with construction, real estate development, or contracting preferred. Strong verbal and written communication skills; professional phone manner. Proficiency with Microsoft Office (Outlook, Word, Excel) and experience with accounting software (QuickBooks or similar). Familiarity with construction/project management tools a plus. Excellent organizational skills, attention to detail, and ability to prioritize multiple tasks. Ability to handle confidential information with discretion.

Preferred Traits:

Problem-solver, proactive, adaptable in a fast-paced environment. Customer-service oriented, comfortable interacting with trades, clients, and municipal agencies. Basic understanding of construction terminology, permits, and subcontractor processes. Physical /

Work Conditions:

Office-based with occasional travel to local job sites; may require occasional lifting of light materials (files, small boxes). Typical business hours; occasional early/late availability depending on project needs.

Compensation:

$18-24 an hour plus benefits as applicable (medical, PTO, retirement, etc.)