Office Manager

VALCOURT EXTERIOR BUILDING SERVICES OF FLORIDA L C
Pensacola, FL

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Job Details

Full-time
2 days ago

Qualifications

Confidential information handling
Microsoft Outlook
Accounts receivable management
Spreadsheets
Purchase order management
High school diploma or GED
Invoice payment processing
Payroll record maintenance

Full Job Description

Position Summary

The Office Manager supports the daily administrative and operational needs of a commercial specialty contracting branch focused on waterproofing, façade restoration, concrete repair, and building-envelope services.

This role works closely with the General Manager, Operations Manager, Project Managers, field teams, accounting, clients, vendors, and subcontractors. The Office Manager is responsible for maintaining organized office processes, supporting project documentation, coordinating administrative activities, and ensuring timely communication across the branch.

Key Responsibilities

Manage daily office operations and administrative workflows.
Support Project Managers and field teams with project documentation, scheduling, and communication.
Prepare and maintain contracts, purchase orders, subcontractor documents, certificates of insurance, permits, and project files.
Assist with billing, invoicing, accounts payable, accounts receivable, and collections follow-up.
Track employee timecards, payroll information, expenses, and job-cost documentation.
Coordinate vendor, subcontractor, and supplier documentation.
Maintain accurate employee, client, project, and compliance records.
Assist with onboarding, training coordination, and general HR administration.
Answer phones, manage correspondence, schedule meetings, and support office visitors.
Order office and field supplies and maintain inventory records.
Support safety documentation, incident records, and training records.
Prepare reports, spreadsheets, and branch updates for management.
Help maintain a professional, organized, and responsive office environment.

Required Skills and Qualifications

Strong organizational, communication, and administrative skills.
Ability to manage multiple priorities in a fast-paced construction environment.
Experience supporting project management, operations, accounting, or field teams.
Familiarity with billing, invoicing, purchase orders, payroll, and job-cost documentation.
Proficiency with Microsoft Word, Excel, Outlook, and office management systems.
Strong attention to detail and ability to maintain confidential information.
Construction, commercial services, or specialty contracting experience preferred.
Bilingual English and Spanish communication skills are a plus.

Education and Experience

High school diploma or equivalent required.
Associate or bachelor’s degree preferred.
Minimum of three years of office administration, construction support, or related experience preferred.
Experience with construction accounting or project management software is a plus.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 20 pounds at times.
Occasional travel to jobsites or branch locations may be required.

This job description is not intended to contain a comprehensive listing of all duties or responsibilities required of the employee. Duties and responsibilities may change at any time, with or without notice.

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