Position Summary The Construction Office Manager is responsible for keeping the administrative side of the construction company organized, responsive, and running efficiently. This position serves as a central point of coordination between customers, project managers, field personnel, subcontractors, vendors, and company leadership. The ideal candidate is highly organized, dependable, comfortable managing multiple priorities, and able to take ownership of day-to-day office operations. Construction industry experience is strongly preferred. Key ResponsibilitiesOffice Administration Manage day-to-day office operations and administrative workflow. Answer and route incoming phone calls, emails, and customer inquiries. Maintain organized electronic and physical project records. Prepare correspondence, forms, reports, and other company documents. Maintain company calendars and assist with scheduling meetings, inspections, and appointments. Order and maintain office supplies. Assist management with administrative projects and follow-up items. Maintain confidentiality of company, employee, and customer information. Project Administration Set up new projects within company management systems. Maintain project folders, contracts, plans, specifications, selections, permits, and other documentation. Assist project managers with administrative tasks throughout the life of a project. Track contracts, change orders, purchase orders, selections, and other required documentation. Help ensure project information is complete and properly filed. Coordinate documentation between customers, project managers, subcontractors, vendors, and the accounting department. Assist with project closeout documentation and recordkeeping. Customer Communication Serve as a professional and helpful point of contact for customers. Assist with scheduling meetings, selections, walkthroughs, and other project-related appointments. Route customer questions and concerns to the appropriate team member. Follow up on outstanding documents, approvals, selections, and other customer action items. Help maintain consistent and professional communication throughout the customer experience. Subcontractor & Vendor Coordination Maintain subcontractor and vendor contact information and records. Collect and track W-9s, certificates of insurance, licenses, agreements, and other required documentation. Assist with subcontractor onboarding. Communicate with subcontractors and vendors regarding paperwork, scheduling, and administrative requirements. Maintain organized records of subcontractor and supplier documentation. Accounting & Billing Support Perform customer invoicing and billing administration. Collect and organize vendor invoices and subcontractor bills. Verify invoices contain appropriate project and cost information before processing. Assist with accounts payable and accounts receivable administration. Monitor outstanding customer invoices and assist with payment follow-up. Assist with credit card receipt collection and expense documentation. Coordinate with the company's bookkeeper/accounting staff to maintain accurate records. Assist with job-costing documentation and reconciliation as needed. Employee & HR Administration Maintain employee records and required documentation. Assist with onboarding new employees. Track employee paperwork, certifications, licenses, and training records. Assist with timekeeping and payroll preparation. Help employees with routine administrative questions. Maintain company policies, forms, and employee documentation. Scheduling & Coordination Assist management with scheduling and coordination across active projects. Maintain visibility into upcoming project starts, deadlines, inspections, and important milestones. Coordinate meetings and communicate schedule information to appropriate team members. Follow up with employees, subcontractors, customers, and vendors when information or action is outstanding. Qualifications 3+ years of office administration, office management, construction administration, or similar experience preferred. Construction industry experience strongly preferred. Excellent organizational and time-management skills. Strong written and verbal communication skills. Ability to manage multiple projects and priorities simultaneously. Strong attention to detail and follow-through. Comfortable communicating with customers, employees, subcontractors, vendors, and management. Ability to work independently and take ownership of responsibilities. Proficient with Microsoft Office and/or Google Workspace. Experience with QuickBooks Online preferred. Experience with construction project-management software is preferred. Ability and willingness to learn new software and company processes. Ideal Candidate The successful Construction Office Manager is someone who: Takes ownership rather than waiting to be told what to do. Notices missing information and follows up until it is resolved. Keeps projects, paperwork, and people organized. Communicates professionally and confidently. Can shift between customer service, project administration, accounting support, and employee needs throughout the day. Handles deadlines and a fast-paced environment without losing attention to detail. Understands that strong follow-through is critical in construction. Looks for ways to improve systems and make the company more efficient. Performance Expectations Success in this position will be measured by: Accuracy and organization of company and project records. Timeliness of administrative tasks and follow-up. Responsiveness to customers, employees, subcontractors, and vendors. Accuracy of billing and accounting-related documentation. Completion and accuracy of subcontractor and employee documentation. Ability to keep management informed of outstanding issues. Reduction in missed paperwork, deadlines, and administrative problems. Overall efficiency and professionalism of office operations. Physical & Work Requirements Primarily office-based position. Ability to work at a computer for extended periods. Occasional visits to construction projects may be required. Must be comfortable working in a fast-paced construction environment where priorities can change throughout the day. What We're Looking For We are looking for someone who can become the organizational backbone of the office. This is not simply a receptionist or data-entry position. The Construction Office Manager is expected to understand how the different parts of the company fit together, anticipate administrative needs, follow through on outstanding items, and help keep projects and operations moving forward.

Pay:

$22.50 per hour

Benefits:

Paid time off Retirement plan

Work Location:

In person