Office Manager/Administrative Assistant

MUST HAVE EXPERIENCE WORKING IN A CONSTRUCTION COMPANY!

We are looking for someone who takes ownership, stays organized, and ensures nothing falls through the cracks.

Needs to be proficient in QUICKBOOKS!

NOW HIRING: OFFICE MANAGER & PROJECT

COORDINATOR

Full-Time | In-Office | Sherman Oaks, California

Quality First Builders, a residential construction and design-build company, is seeking an experienced, highly organized Office Manager & Project Coordinator to oversee daily office operations and support multiple active construction projects. We need a proactive professional who can multitask, prioritize competing deadlines, follow through independently, and keep projects and office operations moving smoothly.

Key Responsibilities

• Manage daily office operations, calendars, calls, emails, appointments, and administrative workflows.
• Coordinate multiple construction projects, track schedules and milestones, and keep task lists and deadlines current.
• Communicate professionally with homeowners, subcontractors, suppliers, designers, and internal staff.
• Schedule and follow up with subcontractors, vendors, inspections, and project-related appointments.
• Track permit and inspection status, outstanding approvals, and project documentation; follow up with the appropriate parties.
• Prepare, organize, and maintain contracts, change orders, invoices, purchase orders, project folders, and client correspondence.
• Track invoices, bills, expenses, payments, and project budgets; assist with QuickBooks administration.
• Collect and maintain subcontractor insurance certificates (COIs), lien waivers, and other required paperwork.
• Use Excel, Word, DocuSign, Dropbox/Box, and PDF editing tools to manage records and documentation.
• Identify missing information, resolve routine issues, proactively follow up, and keep management informed of project progress and delays.

Required Qualifications

• At least 5 years of administrative or office management experience and 4 years working for a construction company.
• Excellent multitasking, organization, time management, and prioritization skills in a fast-paced environment.
• Strong follow-through, attention to detail, independent problem-solving, and accountability.
• Professional written and verbal English communication, with strong grammar and computer skills.
• Proficiency with Microsoft Excel and Word, QuickBooks, DocuSign, Dropbox/Box, and PDF software.
• Familiarity with residential construction processes, subcontractor coordination, project schedules, permits, and documentation.
• Dependable, resourceful, comfortable working under pressure, and able to take initiative without constant supervision.
• Spanish-speaking ability is a plus.

Position Details & How to Apply

Schedule: Full-time, Monday-Friday, in-office

Location: Sherman Oaks, CA

To apply: Submit your resume and a brief summary of your construction office management and project

coordination experience.

Construction industry experience is required.

We are looking for someone who takes ownership, stays organized, and ensures nothing falls through the cracks.

Pay: $30.00 - $40.00 per hour

Expected hours: 40.0 per week

Work Location: In person