What are the responsibilities and job description for the Office Administrator position at Coastal Luxury Homes LLC?
Coastal Luxury Homes, is a luxury home builder and developer located in Westport, CT.
This is a full time opportunity and required to be in person, M-F, 9-5
We are seeking a highly professional and detail-oriented Office Administrator/Bookkeeper to support our construction management team and perform property administrative operations. This role is responsible for overseeing administrative functions while maintaining accurate financial records across multiple properties and projects. The ideal candidate has experience in real estate, property management, or construction accounting and thrives in a fast-paced, deadline-driven environment.
Key Responsibilities
- Manage daily office operations to ensure efficient workflow working with project managers, management team and controller.
- Serve as point of contact for vendors.
- Coordinate schedules, meetings, and project-related documentation.
- Maintain organized digital and physical records for properties, contracts, permits, and insurance.
- Oversee office supply procurement.
- Assist with HR administrative functions, including onboarding, personnel files, and compliance documentation.
Assist to maintain general ledger and financial records for multiple properties and construction projects
- Process accounts payable and accounts receivable, including vendor invoices and tenant billings
- Prepare, issue, and track invoices, lien waivers.
- Reconcile bank accounts, escrow accounts, and credit card statements
- Track project costs, budgets, and change orders
- Assist with job costing and construction draw schedules
- Coordinate with property managers and project managers on financial and administrative needs
- Maintain lease files, tenant records, and vendor contracts
- Track insurance certificates, W-9s, and compliance documentation
- Support permitting, inspections, and project close-out documentation
- Minimum of 3–5 years of experience in office administration and bookkeeping
- Prior experience in property management, real estate development, or construction management required
- Strong understanding of construction accounting, job costing, and multi-entity bookkeeping
- Proficiency with accounting software such as QuickBooks (or similar)
- Advanced proficiency in Microsoft Excel; experience with property management software a plus
- Excellent organizational skills and attention to detail
- Strong written and verbal communication skills
- Ability to manage confidential information with discretion
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
- Salary DOE, Range 65K-75K, annually with bonus ability
- Professional work environment with growth opportunities
Job Type: Full-time
Pay: $65,000.00 - $75,000.00 per year
Work Location: In person
Salary : $65,000 - $75,000