Office Manager

Office Manager /
Construction Project Coordinator
Lakeview, Chicago, IL | Full-time, in office, 5 days/week
$65,000 annual base salary | 40 hours/week | 2 weeks paid vacation

About the role

Barrett Homes is a Chicago residential builder specializing in single-family homes and multifamily residential developments, with a focus on craftsmanship and attention to detail. We are seeking an experienced, organized, and self-motivated Office Manager / Construction Project Coordinator to support our two owners and help keep daily operations and multiple projects moving forward. You will anticipate issues, take initiative, and follow through independently while keeping the owners informed.

Key responsibilities

Bookkeeping, payments & loan draws
• Maintain vendor bills, invoices, expense records, and payment information in QuickBooks, organized by project.
• Prepare and cut checks and process approved payments in accordance with management approval procedures.
• Help assemble construction loan draw statements and supporting invoices and project documentation; track outstanding information and funding status.
• Once a draw is funded and payments are authorized, contact trades and vendors with directions for collecting payment.
• Respond to payment-status inquiries, follow up on discrepancies, and maintain clear records of outstanding bills and completed payments.

Permits, utilities & project coordination
• Coordinate City of Chicago permit applications, inspections, approvals, and related documentation.
• Manage utility applications, new-service coordination, and communication with utility providers.
• Support project schedules, subcontractor coordination, appointments, deadlines, and follow-up.
• Identify missing information or approaching deadlines and flag issues for the owners and project team.

Trade insurance & bids
• Maintain current insurance records and certificates for all active trades; track expirations, request renewals, and flag missing or expired coverage.
• Collect and organize bids for upcoming projects, help prepare bid comparisons for owner review, and follow up on missing information.

Purchasing & deliveries
• Place approved orders for job-related materials, fixtures, appliances, equipment, and other items.
• Track confirmations, lead times, deliveries, backorders, returns, and order discrepancies.
• Coordinate with suppliers and the project team to communicate delivery updates and potential delays.

Homeowner communication & selections
• Coordinate homeowner and buyer communications, appointments, and finish selections, including cabinetry, countertops, flooring, fixtures, and appliances.
• Maintain accurate records of selections, changes, approvals, and related project documentation.
• Communicate updates and outstanding decisions to the owners and project team.

Office administration
• Maintain Excel tracking spreadsheets, contracts, project files, vendor information, and correspondence.
• Support daily office operations and administrative follow-up with owners, trades, suppliers, and other project contacts.
• Improve office procedures and provide related administrative support as needs arise.

What you’ll bring
• At least three years of relevant experience in office management, bookkeeping, administration, project coordination, or a similar role.
• Hands-on QuickBooks experience, including entering vendor bills and preparing checks and payments.
• Proficiency in Microsoft Excel and comfort using email and digital filing systems.
• Strong organization, attention to detail, and the ability to manage competing priorities independently.
• Clear written and verbal communication and professional follow-through with homeowners, trades, suppliers, and utility or municipal contacts.
• Sound judgment when handling financial and confidential information.

Preferred, but not required: Residential construction, remodeling, real estate development, or permitting experience. Familiarity with construction loan draws, insurance certificates, bid comparisons, purchasing, or homeowner selections is a plus.

Why join us
Work closely with the owners of an established Chicago residential builder, take on varied responsibilities, and see how your work supports projects from preparation through completion. The role offers opportunities to develop professionally and take on expanded responsibility as the company grows.

Pay & benefits
• $65,000 annual base salary.
• Bonus opportunities; structure and eligibility to be finalized.
• Health coverage through the company’s Blue Cross Blue Shield of Illinois group plan, subject to plan eligibility. Employer premium contribution and employee share to be finalized.
• Two weeks of paid vacation annually

Full-time, 40 hours per week, in the Lakeview office five days per week. Daily office hours to be confirmed.

How to apply
Submit your résumé and a brief introduction highlighting your office management, bookkeeping, or project coordination experience. Please describe your QuickBooks experience and any background supporting construction projects, permits, purchasing, loan draws, or homeowner selections.