Office Manager Job Summary
Apex Building Company, LLC is seeking a highly organized and proactive Office Manager to oversee the day-to-day administrative operations of our construction business. The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of a construction company’s administrative functions. This position serves as the central hub for coordinating office activities, supporting project teams, and maintaining compliance with internal procedures and external regulations.
The Office Manager oversees day-to-day administrative tasks including invoice processing, subcontractor coordination, document control, onboarding new hires, employee terminations, and office supply management. They are responsible for maintaining accurate records, managing schedules, and facilitating communication between field crews, vendors, and clients. By streamlining workflows and ensuring timely execution of administrative duties, the Office Manager helps drive project success and uphold the company’s standards of professionalism and accountability.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment. The ideal candidate is proactive, resourceful, and committed to supporting both operational efficiency and team collaboration.
Job Responsibilities
Administrative Oversight
Manage daily office operations such as filing, scheduling, and correspondence
Maintain accurate records for employees, projects, vendors, and subcontractors
Oversee document control for contracts, insurance certifications and compliance documents
Order and manage inventory of office supplies and equipment
Coordinate with IT and HR for office support services
Maintain a clean, organized, and professional office environment
Employee Management
Maintain digital and physical records for all employees
Assist with onboarding and offboarding employees
Assist with E-Verify for new hires
Assist managers with completing employee disciplinary forms
Invoice Management & Billing Support
Prepare and issue accurate invoices for completed work, materials, and subcontractor services, monthly
Verify billing details against contract, purchase orders, and work logs
Track invoice status and follow up on outstanding payments
Identify and resolve discrepancies in billing, payments, or deductions
Generate weekly or monthly reports for accounting team
Submit invoices to Accounts Payable and enter subcontractor pay applications
Track budgets, job costs, and financial documentation to support project managers
Assist with lien waivers, change orders, and billing reconciliation
Ensure billing practices comply with company policies, client agreements, and legal standards
Assist with audits and provide documentation when needed
Team Coordination & Communication
Support recruitment, onboarding, and training of administrative staff
Assist with coordinating production meetings
Client & Vendor Communication
Respond to billing inquiries from clients, vendors, and internal teams
Resolve disputes professionally and escalate issues when necessary
Compliance & Safety
Maintain compliance with OSHA standards, building codes, and company policies
Support internal audits & ensure readiness for external inspections
Marketing
Plan, coordinate, and execute company parties, events, and other culture building initiatives
Job Requirements
Education and/or Experience
High school diploma required
Bachelor’s degree in business administration of related field preferred
Formal training or certification in office administration, accounting, or project coordination is a plus
2+ years of administrative or supervisory experience, ideally in a construction-related field
Bilingual in English and Spanish preferred
Communication, Organizational, and Interpersonal Skills
Strong written and verbal communication skills for interacting with clients, vendors, and internal teams
Ability to lead field crews and subcontractors with professionalism and clarity
Skilled in conflict resolution and proactive problem solving
Ability to foster a professional, efficient and collaborative office environment
Ability to manage confidentiality and handle sensitive information with discretion
Exceptional organizational skills with the ability to manage multiple priorities and deadlines
Technical Proficiency
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Proficient in Google Workspace (Docs, Sheets, Gmail, Calendar, Google Drive)
Experience with project management software is a plus
Strong understanding of invoicing, pay applications and document control processes is a plus
With over 15+ years of substantial growth, increased visibility, and expanding opportunity, Apex Building Company is a highly regarded leader in construction services. We pride ourselves on a company culture rooted in trust, integrity, professionalism, excellence, and we approach every challenge with fairness, good judgement, and common sense. Our team is made up of skilled, dedicated professionals who deliver high quality solutions in insulation, waterproofing, spray fireproofing, spray foam insulation, and restoration services to our customers.
If you’ve got what it takes, we’ll provide the rest:
- Competitive pay
- Use of company tools and equipment provided for your role
- Paid Time Off
- Paid Holidays
- Comprehensive insurance benefits, including Medical, Dental, Vision, and Supplemental coverage
- Retirement Benefits
- Complete training and industry orientation to help you succeed
- Supportive, family-oriented team that values hard work, professionalism, and camaraderie
If you’re committed, dependable, and looking to join an organization you can be proud of, we’d love to talk to you!
Apex Building Company participates in the E-Verify Employment Verification Program and requires all final candidates to successfully complete a criminal background check prior to employment.
