Assistant Office Manager- Construction

Job Title: Assistant Office Manager – Construction

Department: Administration / Operations

Reports To: Office Manager / Operations Manager

Location: Grandview, MO

Employment Type: Full Time

Position Summary:

The Assistant Office Manager supports the administrative and operational functions of a busy construction office. This role assists the Office Manager and project teams with document control, job costing, purchasing, compliance tracking, and general office coordination. The ideal candidate is detail-oriented, organized, and capable of handling multiple priorities in a fast-paced construction environment.

Key Responsibilities:

• Assist the Office Manager with daily office operations and administrative procedures.
• Support project managers, estimators, and superintendents with documentation, data entry, and project coordination.
• Maintain organized files for contracts, submittals, RFIs, permits, change orders, and job correspondence.
• Track project documentation and ensure timely delivery of required forms, insurance certificates, and compliance documents.
• Prepare purchase orders, manage vendor accounts, and coordinate with suppliers for materials and deliveries.
• Monitor and reconcile job cost reports, invoices, and expense records in coordination with accounting.
• Support payroll and timesheet collection for field and office staff.
• Schedule and coordinate meetings, safety trainings, and project updates.
• Maintain office inventory and order supplies, tools, and equipment as needed.
• Ensure office compliance with company policies, safety standards, and licensing requirements.
• Assist with onboarding new employees, subcontractors, and vendors.
• Provide backup support to the Office Manager and serve as point of contact in their absence.

Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Construction Management, or related field (preferred).
• 2 years of administrative experience in the construction industry or similar field.
• Knowledge of construction terminology, job costing, and project documentation processes.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational, time management, and multitasking skills.
• Strong communication and interpersonal abilities.
• Attention to detail and ability to manage sensitive information confidentially.

Preferred Skills:

• Familiarity with AIA contract documents, lien waivers, and compliance tracking.
• Experience with accounting or ERP systems used in construction.
• Understanding of OSHA documentation and safety reporting requirements.

Work Environment:

This position is primarily office-based but may occasionally require site visits. Standard business hours apply, with occasional extended hours to meet project deadlines.

Compensation:

Competitive wage based on experience

Company paid health insurance

Dental, Vision and 401K available

Paid Time Off