Construction Office Manager

Job Title: Construction Office Manager, Dispatcher, and Production Coordinator

Company: Nailed It Builders Inc.
Location: Santa Clara, CA
Job Type: Full time, in office only
Schedule: Monday to Friday, 8:30 AM to 5:30 PM
Pay Range: $5,000 to $7,000 per month, based on experience, qualifications, and performance
Bonus: Performance based bonus opportunities may be available

About Nailed It Builders

Nailed It Builders Inc. is a complete design and build remodeling firm serving the Bay Area. We specialize in:

• Kitchen remodels
• Bathroom remodels
• Full home remodels
• Home additions
• ADUs
• Residential construction projects

We are looking for a serious, experienced, and long term team member to join our office in Santa Clara. This position is for someone with a strong background in residential construction, dispatching, production coordination, office management, and daily operations.

This is not a remote position. The selected candidate must work from our Santa Clara office Monday through Friday.

About the Role

The Construction Office Manager, Dispatcher, and Production Coordinator will help manage the daily flow of our office, lead intake, client communication, scheduling, project files, subcontractor coordination, vendor communication, payment tracking, and support for the CEO, project managers, and sales team.

This role requires someone who is organized, reliable, detail oriented, and experienced in residential construction. The right candidate must be able to manage multiple responsibilities, communicate professionally, and follow through without constant reminders.

We are only looking for candidates who are interested in a stable, long term position with our company.

Main Responsibilities

• Answer company phone calls, texts, WhatsApp messages, and emails
• Manage incoming leads and qualify potential clients
• Book leads into the calendar and assign appointments to the correct project manager or salesperson
• Manage daily scheduling using Gmail, Google Calendar, CRM systems, and Buildertrend
• Support project managers with production coordination and daily follow ups
• Communicate with clients, subcontractors, vendors, project managers, sales team members, and company leadership
• Manage construction project files, including contracts, estimates, change orders, invoices, payments, subcontractor documents, vendor documents, insurance documents, and company records
• Track project payments, client balances, vendor invoices, subcontractor information, and required documents
• Assist with contracts, estimates, scopes of work, scheduling, and project communication
• Help onboard and offboard employees, subcontractors, and vendors
• Keep company files organized and saved in the correct systems
• Support the CEO with daily tasks, reminders, follow ups, scheduling, and office coordination
• Carry and manage the company phone as needed
• Help keep the office organized, professional, and productive

Required Qualifications

• Minimum 2 years of residential construction office experience is required
• Dispatching experience is required
• Experience working for a general contractor, remodeling company, residential construction company, or similar construction office is required
• Must understand residential remodeling, construction scheduling, estimates, contracts, change orders, subcontractors, vendors, project managers, and production coordination
• Must be comfortable answering phones and communicating with clients professionally
• Must have experience using Gmail, Google Calendar, CRM systems, QuickBooks, ADP, and office software
• Buildertrend experience is strongly preferred
• Must know how to manage and organize construction project files, including payments, contracts, subcontractor information, vendor documents, project manager notes, sales information, and client records
• Must be able to read and understand construction related estimates, contracts, scopes of work, and schedules
• Must be organized, detail oriented, reliable, and able to follow through
• Must be able to manage multiple tasks in a fast moving office environment
• Must be able to work from our Santa Clara office daily
• Must be able to work Monday through Friday from 8:30 AM to 5:30 PM
• Must be able to reliably commute to Santa Clara, CA
• Bilingual English and Spanish is a strong plus

Compensation and Benefits

• Pay range is $5,000 to $7,000 per month, based on experience, qualifications, and performance
• Performance based bonus opportunities may be available
• At this time, the company does not offer company sponsored health insurance, dental insurance, vision insurance, or 401k
• Legally required payroll benefits, sick leave, and employment protections will apply
• No company vehicle is provided
• Normal commuting expenses are not reimbursed

Who This Job Is For

This position is for someone with real residential construction office experience who wants to be part of a growing remodeling company.

This role is a good fit for someone who is responsible, organized, professional, loyal, and looking for a long term position.

The right candidate will know how to:

• Manage leads
• Answer phones
• Book appointments
• Coordinate schedules
• Support production
• Follow up with subcontractors
• Manage project files
• Track payments
• Keep the office moving

Who This Job Is Not For

• This job is not for someone looking for remote work
• This job is not for someone without residential construction experience
• This job is not for someone without dispatching experience
• This job is not for someone who does not like phone calls, scheduling, follow ups, or client communication
• This job is not for someone who needs constant reminders to complete tasks
• This job is not for someone who cannot commute daily to Santa Clara

How to Apply

Please submit your resume and answer all screening questions.

Qualified candidates will be contacted for a phone interview, followed by an in person interview at our Santa Clara office.

We are looking for someone serious, experienced, reliable, and long term who can become an important part of our team.

Pay: $5,000.00 - $7,000.00 per month

Education:

• High school or equivalent (Preferred)

Experience:

• residential construction office experience is required: 2 years (Required)

License/Certification:

• drivers license (Required)

Location:

• Santa Clara, CA 95054 (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Santa Clara, CA 95054 (Required)

Work Location: In person

Salary : $5,000 - $7,000