Office Manager/Administrator- Construction & Mechanical Services

Office Manager/Administrator- Construction & Mechanical Services Service Squad Houston, TX Job Details Part-time | Full-time $17 - $27 an hour 16 hours ago Benefits Paid time off Opportunities for advancement Qualifications Estimating material requirements from blueprints Accounting experience within construction industry Teamwork Microsoft Excel Construction payment applications Microsoft Outlook Water damage restoration Construction payment processing Estimating software for insurance claims High school diploma or GED Construction industry experience QuickBooks Online QuickBooks Recruiting Construction stakeholder communication Business Administration Material cost estimating Commercial building projects Associate's degree

ProCore Full Job Description Salary:

$17.00 - $27.00 per hour + Performance Bonuses ( Total earning potential of $80,000+ per year )

Experience Required:

Minimum 4+ years of Construction/Trade Industry experience is strictly required . About Us Service Squad, Inc. is a rapidly growing leader in commercial mechanical and construction services in the Greater Houston area and all major cities in Texas. We are a true one-stop shop, delivering exceptional plumbing, HVAC, electrical, Water and Fire Damage restoration, and general construction solutions to a diverse commercial clientele. We pride ourselves on a culture of teamwork, relentless excellence, and top-tier service. The Opportunity We are seeking a powerhouse Office Manager to serve as the operational backbone of our headquarters. In this pivotal role, you will be the central hub connecting our field crews, project managers, and clients. If you are a master of organization, a QuickBooks Online pro, and thrive in the fast-paced world of commercial construction, this is the career move you've been looking for. What You'll Do (Key Responsibilities)

Central Project Hub & Liaison:

Act as the primary communication hub between the company, property owners, engineers, general contractors, and internal project managers to ensure seamless project execution and information flow.

Meeting Participation:

Actively participate in pre-bid meetings and pre-construction meetings, taking detailed notes, tracking action items, and ensuring the team has the documentation needed for successful project launches.

Plan Reading & Specifications:

Demonstrate a strong working knowledge of commercial construction drawings and project specifications across all divisions (including MEP - Mechanical, Electrical, Plumbing). You must be comfortable navigating plan sets to assist the team.

Estimate & Takeoff Review:

Review and thoroughly understand digital material takeoffs and estimates. You will collaborate with estimators to double-check scopes of work using digital construction software.

Construction Contract & Document Management:

Own the administration of project documentation from kickoff to closeout. This includes managing Submittals , Requests for Information (RFIs), change orders, and tracking project schedules to keep teams aligned.

AIA Billing & Progress Payments:

Execute commercial construction billing workflows. You will prepare and process AIA Contract Documents (G702/G703) , establish the Schedule of Values , track Progress Payments , and manage retainage.

Project Closeout Coordination:

Partner with Project Managers to drive the final stages of a project, including tracking the initial Punch List , verifying completions, coordinating the Final Punch List , and assembling closeout O&M manuals and warranties. Financial & Accounting Management (QuickBooks Online): Drive our daily financial operations. Responsibilities include managing Accounts Payable/Receivable (AP/AR), processing payroll, performing bank reconciliations, managing collections, and preparing weekly/monthly financial reports for leadership.

Office & HR Administration:

Maintain a highly organized office environment. Manage company correspondence, oversee office equipment, order supplies, and assist with recruiting/onboarding new field and office staff. What You'll Bring (Required Skills & Qualifications)

Industry Experience:

A proven track record working in the construction, mechanical, plumbing, electrical, or related trade industries is required .

Construction Management Software:

Hands-on, practical experience using Procore, Construction Connect (ConstructConnect), or PlanHub is required.

Digital Takeoff/Estimation Literacy:

A solid understanding of digital takeoff workflows using platforms like Bluebeam, Planswift, Procore, or PlanHub .

Construction Billing Knowledge:

Practical experience with AIA progress billings, lien waivers, and certificate of insurance (COI) tracking.

Core Software Expertise:

Advanced, hands-on proficiency with QuickBooks Online and the Microsoft Office Suite (especially Excel, Word, and Outlook).

Communication Skills:

Exceptional verbal and written communication skills—you will be interacting daily with high-profile commercial general contractors, owners, engineers, and internal teams.

Education:

High school diploma or equivalent required; a degree or certificate in Construction Management, Accounting, or Business Administration is a major plus. Even Better If You Have (Preferred but Not Required) Previous experience in the water, fire, and smoke damage restoration field. Hands-on estimating experience using Xactimate software. Background working directly as a Construction Project Coordinator, Junior Estimator, or Assistant PM. Experience with specialized field service management software (e.g., ServiceTitan, Jobber, Service Fusion ). Basic knowledge of digital marketing, social media management, or LinkedIn networking to help boost our local brand presence.

Benefits & Compensation Competitive Hourly Wage:

$17.00 to $27.00/hour (commensurate with experience).

Uncapped Bonus Structure:

High-performance incentive bonuses with the realistic potential to bring your total annual earnings over $80,000+.

Growth Potential:

Career advancement opportunities within a rapidly expanding company.

Culture:

A supportive, energetic, and team-oriented work environment.

To Apply:

Please submit your resume along with a brief cover letter highlighting your specific experience with construction meeting coordination, AIA billing, construction management software, and your proficiency level with QuickBooks Online.

Job Types:

Full-time, Part-time Pay:

$17.00 - $27.00 per hour

Benefits:

Paid time off Application Question(s): Briefly describe your experience acting as the "central hub" between project managers, engineers, and property owners. How do you ensure communication doesn't slip through the cracks? Are you proficient in preparing and managing commercial AIA Contract Documents (specifically

G702/G703

Schedule of Values and progress billing)? Which of the following Construction Management / Online Bid platforms do you have hands-on experience using?

Options:

Procore / Construction Connect / PlanHub / Blue Book/ Other/None Please rate your proficiency level with

QuickBooks Online:

Options:

Beginner / Intermediate / Expert (Can run payroll, reconciliations, and financial reports independently) If given a set of commercial blueprints/specifications, what is your process for reviewing or cross-referencing a digital material takeoff prepared by an estimator?

Education:

Associate (Preferred)

Experience:

office management in the Construction industry: 3 years (Required)

Work Location:

In person