Construction Office Manager

Office Manager

Office Administration

• Manage daily office operations and administrative staff.
• Maintain company policies, procedures, and filing systems.
• Coordinate office equipment, supplies, and facility needs.
• Answer and direct phone calls, emails, and customer inquiries.
• Schedule meetings, appointments, and company events.

Construction Project Support

• Assist Project Managers with project documentation.
• Track contracts, subcontracts, change orders, permits, and project correspondence.
• Maintain project files and document control systems.
• Coordinate bid submissions and prequalification packages.
• Monitor project schedules and administrative deadlines.

Accounting & Financial Administration

• Process accounts payable and accounts receivable.
• Assist with payroll processing and timesheet collection.
• Track project costs and job-cost reports.
• Coordinate with accounting regarding invoices, lien releases, and collections.
• Support budgeting and financial reporting activities.

Human Resources

• Maintain employee records and personnel files.
• Coordinate hiring paperwork and onboarding.
• Track certifications, licenses, and training requirements.
• Assist with employee benefits administration.
• Ensure compliance with labor laws and company policies.

Safety & Compliance

• Maintain safety documentation and records.
• Track employee safety training and certifications.
• Assist with OSHA compliance requirements.
• Manage insurance certificates and contractor licensing records.
• Support audits and regulatory reporting requirements.

Fleet & Equipment Administration

• Track vehicle registrations, maintenance, and insurance.
• Maintain equipment records and utilization reports.
• Coordinate repairs and maintenance scheduling.

Communication & Coordination

• Serve as liaison between field crews, project management, vendors, and clients.
• Support leadership with reporting and special projects.
• Prepare correspondence, reports, presentations, and meeting minutes.
• Monitor company communication and workflow processes.

Qualifications

• Associate's or Bachelor's degree preferred.
• 5+ years of office administration experience, preferably in construction.
• Knowledge of construction contracts, bidding, project documentation, and accounting procedures.
• Strong Proficiency in Microsoft Office (Excel, Word, Outlook).
• Proficiency in AI apps application software
• Experience with construction management or accounting software (Procore, Viewpoint, Sage, QuickBooks, Foundation, or similar).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Key Skills

• Leadership and team management
• Project coordination
• Construction administration
• Payroll and accounting support
• Contract management
• Document control
• Problem-solving
• Time management
• Customer service
• Attention to detail

Pay: $60,000.00 - $80,000.00 per year

Work Location: In person