Office Manager

Ridge Contriction is hiring an Office/Bookkeeper Manager for its corporate office in Dallas.
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**Ridge uses Summit Property Management for recruitment services, though the companies are not affiliated.
Office Manager
Ridge Construction Company is seeking an organized, proactive, and detail-oriented Office Manager to oversee critical administrative and communication functions. The Office Manager will serve as the backbone of our operations, ensuring seamless coordination among team members, accurate financial tracking, up-to-date contracts and insurance, and current job schedules. This role requires excellent communication skills, proficiency in office software, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities:
1. Team Communication and Coordination:

• Act as the central point of contact for internal and external communications, ensuring clear and timely information flow between field crews, project managers, subcontractors, and the owner.
• Schedule and facilitate team meetings, preparing agendas and distributing minutes to keep everyone aligned on project updates and company goals.
• Maintain a shared communication platform (e.g., email, Slack, or project management software) to distribute updates, announcements, and critical documents.
• Relay urgent updates from the field to relevant team members and ensure issues are escalated promptly.

2. Job Cost Tracking and Spreadsheets:

• Populate and maintain accurate job cost spreadsheets, tracking labor, materials, equipment, and subcontractor expenses for each project.
• Collaborate with project managers to reconcile cost data and ensure alignment with project budgets.
• Generate monthly cost reports for the owner, highlighting variances and potential cost-saving opportunities.
• Use software (e.g., Excel, QuickBooks, or construction-specific platforms like Procore) to organize and update financial data.

3. Subcontractor Contract Management:

• Maintain a master database of subcontractor agreements, ensuring all contracts are current, signed, and stored securely.
• Track contract expiration dates and initiate renewals or amendments as needed.
• Verify subcontractor compliance with licensing, insurance, and bonding requirements before work begins.
• Coordinate with subcontractors to obtain updated documentation and resolve contract-related inquiries.

4. Insurance and Compliance:

• Manage the renewal process for all insurance lines, including general liability, workers’ compensation, and vehicle insurance.
• Work with insurance brokers to obtain quotes, compare coverage options, and secure renewals before expiration.
• Maintain accurate records of insurance certificates and ensure subcontractors provide valid certificates of insurance.
• Assist with compliance documentation for OSHA, permits, and other regulatory requirements.

5. Job Schedule Management:

• Update and distribute project schedules to ensure all team members, subcontractors, and clients are informed of timelines, milestones, and progress.
• Collaborate with project managers to input schedule changes, delays, or accelerations into scheduling software (e.g., Microsoft Project, Buildertrend).
• Monitor job progress and flag potential scheduling conflicts or resource constraints to the owner and project managers.
• Prepare weekly schedule reports for team review, ensuring transparency on project tracking.

6. General Administrative Support:

• Manage office operations, including ordering supplies, maintaining equipment, and organizing files (digital and physical).
• Handle incoming calls, emails, and inquiries, directing them to the appropriate team member.
• Process invoices, purchase orders, and expense reimbursements in coordination with the accounting team.
• Assist with preparing bids, proposals, and client presentations as needed.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree in business administration or related field preferred.
• 3 years of office management or administrative experience, preferably in construction or a related industry.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and construction management software (e.g., Procore, Buildertrend, or QuickBooks).
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent written and verbal communication skills.
• Knowledge of construction processes, terminology, and documentation is a plus.
• Ability to work independently and as part of a team, with a proactive and problem-solving mindset.

Physical Requirements:

• Ability to sit for extended periods, use a computer, and occasionally lift office supplies up to 25 pounds.

At Ridge Construction Company, we value teamwork, integrity, and excellence. Join our dynamic team and contribute to building quality projects that make a difference in our community. If you are passionate about construction and possess the skills to lead projects successfully, we encourage you to apply.

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