Job Description: Office Manager
Company: Moore Construction Group LLC
Location: Old Town Alexandria, VA (In-Office)
Schedule: Monday–Friday, 8:30 AM – 5:00 PM (with occasional flexibility for evening meetings/events)
Compensation: $55,000 – $70,000 (Commensurate with experience)
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Why You’ll Love Working With Us
- Stability & Growth: We are a zero-debt, highly stable company with a consistent, active load of 25 to 35 projects at any given time.
- The Environment: A fast-paced, entrepreneurial setting with an informal hierarchy. We value ability and innovation over tenure—if you have a good idea, we want to hear it.
- The Team: Work alongside friendly, supportive, and highly intelligent colleagues in a collaborative, great learning environment.
- The Location: Our beautiful office is located right in the heart of historic Old Town Alexandria and services the NOVA and DC areas.
- The Momentum: There are always exciting, high-end residential transformations happening here. You’ll get in-depth exposure to the design-build industry, and you will never get bored!
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About Moore Construction Group LLC
We are a premier, licensed residential design-build remodeling firm based in Old Town Alexandria. Our projects range in scope from single-floor reconfigurations to whole-house renovations and additions, with a specialty in large-scale, efficient remodels that deliver exceptional value.
Because we manage both the design and construction phases entirely in-house, our process relies on tight coordination, seamless internal communication, and absolute organizational uniformity. We pride ourselves on treating every client with equal care and maintaining strict operational consistency across all projects.
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Role Overview
As our Office Manager, you are the operational anchor of Moore Construction Group. You are a skilled multitasker who will keep our fast-paced design-build environment running smoothly by managing administrative workflows, tracking day-to-day bookkeeping, and supporting a team spanning both local field operations and in-house design staff.
The ideal candidate is reliable, incredibly organized, accurate and highly communicative.
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Key Responsibilities
1. Bookkeeping & Financial Administration (QuickBooks)
- Accounts Payable & Invoicing: Process AP, pay approved supplier invoices in a timely manner, and invoice clients accurately.
- Cross-Team Coordination: Work closely with the Design and Construction teams to ensure timely, accurate client billing.
- Account Reconciliation: Record credit card transactions weekly to maintain up-to-date activity. Record cash receipts and make bank deposits.
- Reporting & Compliance: Monitor and record daily cash activity and bank balances. Run and create custom reports in QuickBooks, and assist the company controller with financial statement preparation.
2. Materials & Project Support
- Procurement: Place orders for project finish materials as directed by the design/construction teams.
- Logistics: Sign for packages, manage the office mail/shipping, schedule deliveries, and diligently update the receiving logs for finish materials as they arrive. Create and facilitate returns as directed by the design/construction teams.
- Organization: Keep office stock and project materials neatly organized
- Vendor Accounts: Complete special projects, including setting up new vendor accounts and managing licensing renewals.
- Client Onboarding: Field new inquiries with preliminary phone call, schedule intake calls and site consultations, input new clients in company software.
- Construction Support: Complete project prep and close-out processes, including porta-potty delivery and removal, client "What to Expect" calls, and sending lien and warranty information.
- Inspections: Schedule field construction inspections through project jurisdiction websites as directed by the design/construction teams.
3. General Office Management & Operations
- Daily Admin: Act as the central point person for office maintenance, supplies, equipment, bills, and running essential office errands. Utilize Builder Trend software to manage project operations.
- Communication: Answer phones, field general inquiries, manage new and existing project inqueries, and make client phone calls with excellent customer service.
- Fleet & Systems: Maintain company vehicle insurance records, registrations, and maintenance reports. Ensure physical and digital filing systems are kept current.
- Team Support: Actively participate in the planning and execution of company events. Provide general clerical and administrative support to management as requested.
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Requirements
- Experience: Minimum of 3 years of hands-on bookkeeping and/or office management experience.
- Software Proficiency: Strong experience working with QuickBooks (or similar accounting software) and proficiency in MS Office (Word, Excel, Outlook). Experience with Builder Trend and/or Infusionsoft is a plus.
- Skills: Exceptional attention to detail, strong organizational and planning skills, and excellent problem-solving abilities. Must be able to lift 50lbs.
- Communication: Strong written and verbal communication skills with a professional, customer-focused demeanor.
- Industry Knowledge: Knowledge of accounting practices, data management, and standard administrative procedures. Experience in construction or design is a major plus.
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Compensation & Benefits
- Salary: $55,000 – $70,000 per year
- Retirement: Retirement Plan with company matching
- Health & Wellness: Health, Dental, and Vision Insurance
- Time Off: Paid Time Off (PTO) and Parental Leave
- Perks: Professional development assistance, and mileage reimbursement for company errands.
Pay: $55,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Work Location: In person
