What are the responsibilities and job description for the Office Manager position at Brandon Homes?
At Brandon Homes, we are redefining the home-building experience by making luxury attainable and crafting homes that inspire. Our fast-paced and ever-evolving environment requires forward-thinking, motivated individuals who thrive in creating solutions and delivering exceptional results.
We're seeking an Office Manager to keep the day-to-day operations of the Brandon Family of Companies running smoothly. This is a hands-on administrative role spanning accounts payable data entry, vendor communication, construction draw requests, HR administration, and company asset management. Our outside accounting firm handles bookkeeping and month-end close — your job is to make sure the data they receive is accurate, timely, and complete, and that our vendors, employees, and facilities are well taken care of. The ideal candidate is detail-obsessed, organized, and comfortable being the operational hub of a small, fast-moving company.
- Accurately enter all vendor bills and A/P transactions into QuickBooks Online with correct job cost coding by project
- Serve as the first point of contact for vendor calls and inquiries; resolve billing questions and route issues appropriately
- Track invoice approval status and payment timing; keep vendors informed on payment schedules
- Manage certificates of insurance (COIs) and W-9s for all subcontractors and vendors; flag lapses before invoices are approved
- Provide organized, accurate records to our outside accounting firm to support bookkeeping and month-end close
- Maintain clean digital files across accounting, vendor, and project records
- Prepare and submit construction loan draw requests to lenders; coordinate with title companies and track funding timelines
- Manage subcontractor onboarding documentation (W-9, COI, lien waivers) and maintain organized project files
- Assist with Buildertrend administration including document management and report generation
- Coordinate with title companies and lenders on closings, escrow disbursements, and funding requirements
- Submit payroll report containing PTO balances, Garnishments, Reimbursements, etc to accounting firm
- Serve as the primary HR contact for W-2 employees on onboarding, documentation, policy questions, and employment changes
- Maintain employee files and ensure documentation is complete and current
- Administer the employee handbook and coordinate revisions with ownership and legal counsel as employment law evolves
- Coordinate required employment law training (e.g., harassment prevention) and track completion
- Support hiring as needed: post positions, screen candidates, schedule interviews, and facilitate offers
- Track PTO and leave balances; act as liaison to outside employment counsel as directed by ownership
- Oversee upkeep of company vehicles: track maintenance schedules, registrations, insurance, and coordinate repairs
- Maintain the office: manage supplies, coordinate cleaning and maintenance vendors, and keep the workspace presentable and functional
- Coordinate repair and upkeep of brandon home assets (model home furnishings, signage, and marketing materials) so they remain client-ready
- Maintain an inventory of company assets and flag replacement or repair needs proactively
- Manage incoming correspondence related to vendor, HR, and administrative matters; triage and respond as appropriate
- Coordinate with outside counsel on contract documents, employment agreements, and compliance items
- Provide administrative support to Sales as requested
- Support owner with special projects, reporting, and business operations as needs arise
- Answer the main line phone
- 2 years of office management, bookkeeping, or administrative experience, ideally in a small business or construction environment
- Working proficiency with A/P entry and job cost coding
- Comfortable handling HR administrative functions including employee documentation, onboarding, and policy administration
- Strong organizational skills and the ability to manage multiple priorities without dropping details
- Excellent written and verbal communication; able to correspond professionally with vendors, lenders, and employees
- Experience in residential construction, including familiarity with loan draws, lien waivers, and subcontractor documentation
- Familiarity with Buildertrend or comparable construction management software
- Experience managing facilities, fleet vehicles, or company assets
- Associate's or Bachelor's degree in Business, Accounting, or a related field