Construction Office Manager

Overview
We are seeking a dynamic and highly organized Office Manager to lead the daily operations of our busy office environment. This role is vital in ensuring smooth administrative workflows, fostering a productive workplace, and managing a variety of operational functions. The ideal candidate will bring energy, excellent communication skills, and a proactive approach to problem-solving. As an Office Manager, you will be the backbone of our office, coordinating administrative tasks, supervising staff, managing vendor relationships, and supporting team development to create an efficient and welcoming workspace.

Responsibilities

• Oversee daily office operations to ensure all administrative and project-support functions run efficiently.
• Manage calendars, scheduling, and coordination of meetings, site visits, and internal events to support team productivity.
• Supervise administrative staff, providing training, task delegation, and performance support to maintain a high-performing office team.
• Maintain vendor and subcontractor records, assist with onboarding, and coordinate ongoing communication to support field and project needs.
• Manage vendor relationships, including supply ordering, contract coordination, and pricing negotiations to ensure cost-effective procurement.
• Oversee bookkeeping tasks including accounts payable/receivable, payroll assistance, expense tracking, and budget monitoring using QuickBooks or similar accounting software.
• Prepare cashflow forecasts and financial summaries to support leadership in planning and decision-making.
• Support HR functions such as new-hire onboarding, maintaining personnel files, and coordinating company policies and compliance documentation.
• Manage front-desk operations, including phone systems, call routing, greeting visitors, and handling incoming and outgoing correspondence.
• Organize company meetings, team events, and project-related gatherings through effective planning and logistics management.
• Implement and maintain filing systems for contracts, permits, project documents, and records to ensure organization, accessibility, and compliance with privacy standards.
• Create and schedule content for social media platforms, manage engagement, and support the company’s marketing and branding efforts.
• Maintain an organized, safe, and professional workspace; support safety protocols and emergency procedures.
• Assist with general clerical duties such as data entry, report generation, document preparation, and project-related administrative support.

Skills

• Proven experience in office management or administrative roles, preferably within the construction or trades industry, with the ability to create and maintain organized, efficient workflows across multiple departments.
• Strong leadership and supervisory capabilities, including mentoring administrative staff, assigning tasks, resolving conflicts, and maintaining accountability to ensure consistent performance.
• Proficiency in QuickBooks Online, including payroll processing, expense categorization, budgeting, job costing, and generating financial reports to support cashflow management.
• Excellent verbal and written communication skills with professional phone etiquette and the ability to interact confidently with clients, vendors, subcontractors, and internal teams.
• Advanced event planning and coordination abilities, including scheduling team meetings, training sessions, company functions, and project-related logistics.
• Vendor management experience, including handling vendor onboarding and maintaining up-to-date vendor records.
• Knowledge of human resources processes, including onboarding, maintaining personnel files, ensuring compliance with company policies, and payroll administration.
• Ability to manage schedules efficiently using tools such as Google Calendar and Buildertrend project management platforms while prioritizing tasks and meeting deadlines.
• Experience in front desk and office reception operations, including managing multi-line phone systems, greeting visitors, coordinating deliveries, and maintaining a professional environment.
• Skills in organizing digital and physical filing systems, including document control for contracts, permits, invoices, and project files while upholding confidentiality and compliance standards.
• Demonstrated ability to train staff on office systems and procedures, develop internal training materials, and support ongoing process improvements.
• Social media and basic marketing experience, including posting content, managing engagement, and maintaining consistent branding across major platforms.
• Financial awareness and analytical ability, including cashflow prediction, budget tracking, and identifying discrepancies or potential cost-saving opportunities.
• Strong problem-solving skills with the ability to anticipate needs, resolve issues quickly, and support both office and field staff in a fast-paced construction environment.
• High level of adaptability with the ability to handle shifting priorities and multitask under deadline pressure.

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Referral program
• Vision insurance

Work Location: In person

Salary : $50,000 - $60,000