Find & Apply For Office Manager Jobs in Laguna Beach, California

Company Overview Willhoit Construction, Inc. is an owner-led builder specializing in custom residential new construction and remodeling across coastal Orange County. Since 2012, we have built a reputation for precise craftsmanship, transparent communication, and a hands-on approach. Job Summary We are seeking a highly organized Office Administrator / Project Coordinator to join our team and support our custom residential projects. This role is central to how our office and jobs run day to day. You'll coordinate project activities, manage administrative tasks, and keep communication clear between our clients, architects, designers, subcontractors, and internal team. The ideal candidate is detail-oriented, proactive, and interested in high-end residential construction. Duties Assist in project scheduling and coordination to keep residential projects on track Maintain project schedules, to-dos, daily logs, and documents in JobTread, our construction management software (training provided) Manage project documentation, including contracts, plans, change orders, selections, and permit records Coordinate permit submittals, plan check corrections, and inspections with local cities, including Laguna Beach, Newport Beach, and Dana Point Place and track material orders, deliveries, and long-lead items Coordinate with subcontractors, suppliers, and internal teams to keep work moving smoothly Collect and track subcontractor insurance certificates, W-9s, and license verifications Serve as first point of contact for client inquiries, phone calls, and new leads Manage the shared company calendar, including client meetings, site visits, inspections, and deliveries Oversee daily office operations and keep the office client-ready Support accounting by gathering field receipts and bills for our bookkeeper Support marketing through project photography, social media content, and tracking relationships with architects and designers Attend site visits and client walkthroughs as needed Requirements 2+ years of experience in office administration or project coordination, preferably in residential construction, architecture, interior design, or real estate Experience with construction management software such as JobTread, Buildertrend, or similar tools is a plus Excellent organizational skills and the ability to manage multiple projects at the same time Proficiency with Google Workspace (Gmail, Calendar, Drive, Sheets) and comfort learning new software quickly Comfortable using AI tools (such as Claude or ChatGPT) and working across multiple software platforms at once, including JobTread, Google Workspace, accounting, and time-tracking systems Ability to read construction plans, schedules, and contracts, or a strong willingness to learn Effective written and verbal communication skills for working with clients, subcontractors, vendors, and internal teams Discretion in handling confidential client and financial information Time management skills to prioritize tasks in a fast-paced environment Valid California driver's license, reliable vehicle, and proof of auto insurance Bilingual English/Spanish is a plus Benefits Medical & Dental Benefits Paid sick leave, holidays, and paid time off Mileage reimbursement for business travel

Pay:

$55,000.00 - $90,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Referral program Vision insurance

Work Location:

In person