What are the responsibilities and job description for the Operations Manager / Executive Assistant to Principals position at Livingston Builders, Inc.?
Operations Manager / Executive Assistant to Principals
Full-Time | In-Office & On-Site | Palm Beach County, Florida
About the Opportunity
Livingston Builders, inc. is a boutique residential general contractor serving the Palm Beach market for the last 32 years. We specialize in delivering highly customized, luxury construction in Palm Beach County, New York, and Connecticut. Our work ranges from intricate historic renovations to large-scale ground-up estates, and we partner with the most respected architects, designers, and craftspeople in the industry.
We are a small, talented team that works closely together — and we take tremendous pride in the relationships we build, both with our clients and with each other.
What to Expect
This is a full-time, in-office and on-site role in Palm Beach County, Florida. You will work directly alongside the Principals and collaborate with a capable, close-knit team that genuinely enjoys what they do. We move quickly, we hold ourselves to a high standard, and we believe that outstanding client service is the foundation of everything we build.
You will be responsible for supporting our project teams and Principals across all phases of construction — from pre-construction administration through project closeout — coordinating with design consultants, subcontractors, and inspectors, and keeping our office running with precision and professionalism.
What You Will Do
• Provide high-level administrative support to the Principals and Project Management team across all active construction projects
• Prepare, organize, and maintain project documentation including contracts, permit applications, RFIs, submittals, change orders, and owner pay applications
• Develop and maintain project tracking spreadsheets, including budgetary logs, subcontractor schedules, procurement trackers, and project timelines
• Coordinate scheduling and logistics for meetings, site visits, and walkthroughs with subcontractors, design consultants, and municipal inspectors
• Serve as a point of contact for subcontractors, vendors, architects, and interior designers — fielding inquiries and routing communications efficiently
• Assist with the preparation and follow-up of permitting submissions and municipal correspondence
• Manage the Principals' calendars, travel arrangements, and correspondence with clients, consultants, and trade partners
• Prepare weekly project status reports and meeting agendas; take and distribute meeting minutes
• Maintain organized digital and physical project files in accordance with company standards
• Support pre-construction administrative tasks including bid packages, vendor outreach, and proposal assembly
• Assist with office management duties including supply ordering, vendor coordination, and general operational support
What We Are Looking For
• 3 - 5 years of administrative or executive assistant experience, preferably in a construction, architecture, interior design, law or another related field
• Familiarity with residential construction processes, terminology, and project phases
• Experience with construction documentation including contracts, submittals, RFIs, change orders, and permit packages
• Solid command of Microsoft Office, especially Excel and Word; experience building and maintaining project tracking spreadsheets
• Comfort with Procore or similar construction project management platforms strongly preferred
• Exceptional organizational habits and a demonstrated ability to manage multiple priorities simultaneously in a fast-paced environment
• Clear, polished written and verbal communication skills; professional presence with clients, consultants, and trade partners
• High degree of discretion and sound judgment when handling confidential client and project information
• Proactive, detail-oriented, and resourceful — you anticipate needs and follow through without being asked twice
• A collaborative spirit and a genuine interest in contributing to exceptional work
Benefits
• Medical, Dental, and Vision insurance
• Life insurance
• 401(k) with company match (eligible after 1 year)
• Paid vacation
• Standard holidays
• Periodic travel between Palm Beach and New York City offices