Office Manager / Bookkeeper

We are a family-owned construction contractor based in Vista, CA, committed to high-quality work and treating our team like family. We value respect, loyalty, honesty, and a strong work ethic, and we hold high expectations for team members who support our operations and people.

We are seeking a dedicated, organized, and proactive Office Manager who truly wants to be part of the team—not someone with a strict 9-to-5 mentality. This role requires flexibility: stepping up and filling in as needed during busy periods, unexpected demands, or to support the crew and leadership. You'll assist the President and Vice President directly while handling a wide range of administrative, HR, financial, and operational tasks to keep everything running smoothly in our close-knit environment.

Key Responsibilities:

Assist President and Vice President

• Provide direct administrative support to leadership, including coordination, communication, and handling priorities as they arise.

Human Resources

• Process payroll (including setup for new hires and oversight of payroll company).
• Handle onboarding of new employees (paperwork, orientations, system setup).
• Manage 401K plan administration and enrollment.
• Maintain employee files and records.
• Oversee employee auto insurance requirements and documentation.
• Prepare and file incident reports.
• Administer workers' compensation – including reports, payments, claims coordination, and compliance.
• Track and ensure compliance with OSHA requirements, current changes, tailgate meeting subjects, and record keeping.
• Organize and update employee wall photos, organization photos, and track employee birthdays.

Subcontractors

• Ensure insurance compliance for all subcontractors (collecting and verifying certificates of insurance).
• Maintain the subcontractor list and related records.
• Verify subcontractor invoicing and match to contracts/work performed.
• Manage subcontractor contracts, including setup, renewals, and documentation.

Office Operations

• Manage company insurances (auto, property, general liability) and contractor bond.
• Handle office rent payments, alarm codes, and security.
• Order and maintain office supplies, ensure organization and cleanliness.
• Oversee corporate documents, filings, and meeting minutes.

Accounts Payable

• Collect, verify, and prepare Accounts Payable for bookkeepers (including invoice processing and approvals).

Website

• Update website with current photos and project context.
• Monitor and handle potential employee applications submitted online.

Customer Service

• Coordinate appreciation gifts for clients and partners.
• Manage satisfaction surveys.
• Serve as IREM coordinator (as applicable for relevant client/property management interactions).

Additional Expectations

• Act as the primary office point of contact, supporting field teams, project managers, vendors, and ownership.
• Maintain organized digital and physical filing systems for all critical documents (contracts, permits, insurance, etc.).
• Fill in and assist as needed – whether covering additional tasks, helping with overflow, or pitching in for team priorities to ensure smooth operations.

Schedule & Compensation:

• Full-time: 40 hours per week, Monday through Friday.
• Office hours: 8:00 AM to 4:30 PM (with flexibility to contribute beyond standard hours when necessary for team needs—no rigid clock-out expected).
• Hourly rate: $30 – $35 per hour, depending on experience and qualifications.

Required Qualifications (Must-Haves):

• Bilingual fluency in English and Spanish (spoken and written) – essential for communicating with our diverse field teams, subcontractors, vendors, and clients in San Diego's construction industry.
• Previous experience in an office manager, administrative, or similar role, ideally in construction or a related field.
• Strong knowledge of basic accounting (AP/AR), payroll processing, HR basics, workers' comp, and insurance compliance.
• Familiarity with payroll software, QuickBooks (or similar), Microsoft Office (Word, Excel, Outlook), and general computer skills.
• Excellent organizational, multitasking, and detail-oriented skills.
• Professional communication and relationship-building abilities.
• High level of integrity, honesty, loyalty, and respect for others.
• A genuine team-player attitude: eager to join a family-like business, go the extra mile, fill in flexibly, and contribute proactively rather than sticking to a rigid schedule.
• Ability to thrive in a small, hands-on environment with high standards.

If you're dependable, bilingual, proactive, and excited to support our team as part of the family—handling a diverse set of responsibilities while maintaining excellence—we'd love to hear from you. This is an opportunity to make a real impact in our family business.

Please submit your resume and a brief note explaining why you'd be a great fit (including confirmation of bilingual skills and your team-oriented approach). We look forward to meeting you!

Interview Process:

• Initial Screening Interview
• Interview with the President
• Potential Interview with additional company leadership

Pay: $30.00 - $35.00 per hour

Benefits:

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

Work Location: In person

Salary : $30 - $35