(Residential Construction) Office Coordinator

Job Title: Office Coordinator (Office Manager)

Location: In-office

Role Summary

The Office Coordinator is the “run point” for the Fry Classic Construction office — the person who sees what needs to happen next and makes it happen without waiting to be told. You’ll keep the office running smoothly, handle high-volume admin finance coordination, and bring order to a fast-moving environment with interruptions, last-minute deadlines, and lots of moving pieces.

This role blends office operations, accounts payable/receivable support, insurance/compliance tracking, and team/event coordination, with additional support for light marketing/admin projects (email blasts, mailings, website updates, photoshoots, portfolios, branded gear). You’ll be the friendly first stop for employees, vendors, and clients — and the detail-driven finisher who follows through until it’s done.

What Success Looks Like (Outcomes)

• The office is always “handled” — stocked, organized, professional, and ready for clients, vendors, and the team.
• Checks, deposits, invoices, and records are accurate, timely, and easy to track.
• Insurance, renewals, and key deadlines don’t get missed because you’re tracking them proactively.
• People know who to go to — and they get clear answers, fast follow-up, and consistent execution.
• Leadership and accounting aren’t chasing details because you’ve already closed the loop.

Key Responsibilities1) Own the Office (Daily Operations Front Desk)

• Be in charge of the day-to-day office: phones, door/greeting, mail, conference room scheduling, basic maintenance coordination, and overall organization.
• Keep supplies stocked (drinks/snacks, office needs), maintain a clean/functional workspace, and manage vendors related to office upkeep.
• Serve as the first stop for employees, clients, and vendors when someone needs direction or doesn’t know where to go.

2) Finance Admin Support (Hands-On Execution)

• Cut checks, mail checks, manage outgoing payments, and support leadership/accounting in prioritizing what gets paid and when.
• Check the mailbox daily and manage incoming items (invoices, checks, important notices).
• Deposit checks at the bank and ensure deposits are recorded correctly.
• Support accounts payable/accounts receivable processes with accuracy and urgency.
• Help accounting track down missing receipts/reconciliations and route invoices to the right person for approval.
• Maintain organized documentation so financial records are complete, clean, and audit-ready.

3) Insurance, Compliance, and Deadline Tracking

• Own insurance tracking (COIs, renewals, expirations, vendor/subcontractor documentation) and keep a master calendar so nothing slips.
• Track key business deadlines and administrative requirements (renewals, memberships, licenses, subscriptions).
• Partner with the accountant to ensure compliance-related items are completed on time.

4) Payroll Timekeeping Support (Growing Responsibility)

• Support payroll and timekeeping administration, including gathering information, verifying accuracy, and assisting with related reporting as responsibilities expand.
• Help maintain clean records and support any payroll-related coordination with the accountant.

5) Team Logistics Culture Support

• Coordinate travel arrangements for leadership and team members as needed.
• Plan and support team-building activities and company events (including the Christmas party).
• Keep event details organized, communicated, and executed without drama.

6) Marketing / Admin Projects (Execution, Not “Fluff”)

• Support email blasts, mailings, and basic website maintenance updates.
• Help schedule photoshoots and keep printed portfolios/marketing materials current and ready.
• Coordinate printing needs and manage deadlines for deliverables that represent the brand well.

7) Inventory Company Assets (Simple, Tight Control)

• Maintain minimal inventory and reorder before it becomes a problem.
• Source and order logo’d clothing and manage distribution/stock levels.
• Track and coordinate replacement/management of company assets such as:
• Employee cell phones & tablets
• Business cards
• Trucks / vehicle-related admin items (as assigned)
• Other assigned equipment and supplies

8) Process Improvement “Make It Better”

• Spot breakdowns and inefficiencies and propose practical improvements (simple workflows, better tracking, fewer dropped balls).
• Create/checklist repeatable processes so the business isn’t relying on memory.

QualificationsExperience / Education

• 3–5 years in office coordination, admin operations, bookkeeping support, or similar role (construction industry experience is a strong plus).

Required Skills & Work Style

• Mental initiative: you act, you don’t wait — you see it and own it.
• Data-and-facts decision making: you don’t guess; you verify, track, and use real information.
• Urgency calm execution: you move fast without getting sloppy.
• Detail follow-through: you finish what you start and close loops.
• Organization in chaos: you can juggle interruptions, shifting priorities, and last-minute deadlines.
• Professional friendliness: warm, helpful, and steady with clients, vendors, and teammates.
• Strong communication (written verbal).
• Tech comfort: Google Workspace; accounting software experience (QuickBooks preferred); confident learning new tools.

Work Environment & Physical Demands

• Work is primarily in an indoor office setting.
• Must be able to lift/carry up to 50 pounds occasionally.
• Mix of sitting, standing, walking; frequent typing/filing; occasional bending/reaching.

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

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

Work Location: In person

Salary : $60,000 - $80,000