What are the responsibilities and job description for the Office Manager / Executive Assistant position at Civitas?
Company Description
Civitas is dedicated to creating vibrant communities where families can own homes and live enriched lives. We focus on fostering meaningful social connections within thoughtfully designed developments. Currently active in all major Texas metropolitan areas and broader Sunbelt growth markets, Civitas has communities and developments nearing 10,000 lots and homes. We are committed to enhancing the quality of life and providing opportunities for families to thrive.
Overview
We are seeking a highly organized, detail-oriented Office Manager to support core administrative operations across multiple entities, including insurance administration, payroll coordination, and recruiting support. This role directly supports the leadership team by managing documentation, priorities, coordination, and follow through across the organization. The ideal candidate is proactive, trustworthy, and comfortable operating close to leadership in a fast paced environment.
Key Responsibilities
Recruiting and Staffing Support
• Assist in creating job descriptions and posting roles on LinkedIn
• Review and filter resumes
• Schedule and coordinate interviews
• Manage onboarding and offboarding documentation
• Assist with drafting and organizing offer letters
• Track employee start dates, milestones, and compensation data
• Coordinate background checks
Payroll and Insurance Administration
• Collect and review employee reimbursement submissions
• Coordinate commission and bonus documentation with payroll
• Manage corporate insurance including general liability, workers’ compensation, and employee health insurance
• Manage umbrella policies, renewals, general liability and property insurance.
• Support open enrollment, renewals, and employee additions or removals
Office Management
• Order and manage office supplies
• Manage mail, shipments, and bank deposits
• Provide payment status updates as needed
• Organize and maintain shared digital and physical files
• Track and manage company equipment
• Maintain internal contact lists and organizational charts
Leadership and Administrative Support
• Support the leadership team with calendar coordination, meeting logistics, and preparation
• Track action items, deadlines, and follow ups across teams
• Coordinate information flow between leadership and internal stakeholders
• Handle sensitive information with discretion and professionalism
Qualifications
• Strong organizational and documentation skills
• High attention to detail and confidentiality
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable working closely with leadership and across teams
• Prior office management or administrative experience preferred
This role is ideal for someone who enjoys being trusted with responsibility, thrives on structure, and serves as a reliable operational partner to the leadership team.