Fayetteville Construction Company is seeking a highly organized, proactive, and dependable Construction Office Manager to help manage the day-to-day organization and accountability of our construction operations.
This is a key position within our company and is much more than a traditional administrative role. The Construction Office Manager will work directly with management, Estimators, Project Managers, Foremen, field employees, vendors, and accounting to make sure projects stay organized, deadlines are met, paperwork is completed, equipment and manpower are coordinated, and important tasks do not fall through the cracks.
We are looking for someone who enjoys creating structure, following up with people, solving problems, and making sure things get done.
Responsibilities
- Coordinate daily office operations and provide organizational support across estimating, project management, field operations, equipment, and accounting.
- Help keep Estimators, Project Manager, Foremens, and field employees organized, on task, and accountable for deadlines, paperwork, reporting, and assigned responsibilities.
- Schedule and coordinate estimating meetings, preconstruction meetings, project meetings, appointments, deliveries, and other company activities.
- Maintain meeting agendas, action-item lists, schedules, and deadlines and follow up with responsible employees until items are completed.
- Manage preconstruction checklists and help ensure newly awarded projects are properly set up before construction begins.
- Coordinate project handoffs between Estimators, Project Managers, and Foremen.
- Track estimating schedules, bid deadlines, bid packages, and required project documentation.
- Ensure Foremens complete and submit accurate daily reports.
- Review daily reports for production, manpower, equipment usage, delays, job issues, and other important information.
- Communicate concerns, missing information, or potential project issues to the appropriate Project Manager and management.
- Help management maintain an accurate understanding of the status and progress of active projects.
- Track project paperwork, contracts, purchase orders, permits, inspections, change orders, deadlines, and other required documentation.
- Assist with monthly project billing by gathering quantities, completed-work information, change orders, and supporting documentation.
- Track vendor and subcontractor invoices and assist accounting with accounts payable, receipts, purchase orders, and job-cost documentation.
- Communicate with subcontractors and vendors regarding schedules, materials, invoices, paperwork, and project requirements.
- Maintain organized and accurate project files and company records.
- Track company equipment locations and coordinate equipment moves between projects.
- Schedule and track equipment maintenance, repairs, inspections, and preventative maintenance.
- Work with Project Managers and Foremen to anticipate upcoming equipment and manpower requirements.
- Help identify unnecessary equipment downtime, idle equipment, and avoidable equipment rentals.
- Assist with recruiting and hiring Operators, Laborers, Drivers, and other field employees.
- Post job openings, review applicants, schedule interviews, and coordinate new-hire paperwork and onboarding.
- Help management monitor manpower needs across current and upcoming projects.
- Maintain company calendars, recurring reporting requirements, schedules, procedures, and checklists.
- Prepare spreadsheets, reports, schedules, and other documents for management as needed.
- Communicate professionally with customers, employees, subcontractors, and vendors by phone, email, and in person.
- Identify overdue tasks, missing paperwork, project concerns, and items that may be falling through the cracks and proactively bring them to management's attention.
- Develop and maintain systems and checklists that improve organization, communication, accountability, and follow-through throughout the company.
- Perform other duties as needed to keep the office, field operations, and construction projects running efficiently.
Qualifications
- Previous office management, construction administration, project coordination, or similar experience preferred.
- Construction industry experience strongly preferred but not required for the right candidate.
- Experience supporting Project Managers, Estimators, Superintendents, Foremen, or construction field operations is a plus.
- Strong organizational and time-management skills.
- Ability to manage multiple projects, responsibilities, and deadlines simultaneously.
- Strong follow-through and the confidence to hold others accountable for deadlines, paperwork, reports, and assigned tasks.
- Proactive and self-motivated — able to identify what needs to be done without waiting for constant direction.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Comfortable reviewing reports, spreadsheets, invoices, project documentation, and basic job-cost information.
- Proficient with Microsoft Office, particularly Excel, Word, Outlook, and calendars.
- Ability and willingness to learn construction management, accounting, and project-management software.
- Comfortable communicating and working with both office personnel and construction field employees.
- Professional, dependable, organized, and able to work independently.
- Able to prioritize urgent issues while continuing to manage recurring responsibilities and deadlines.
- Willing and able to learn construction processes, terminology, equipment, and project workflows.
Ideal Candidate
The ideal candidate is someone who naturally creates structure and accountability.
We need someone who notices when a report has not been turned in, a meeting needs to be scheduled, an invoice is missing, equipment needs to be moved, maintenance is due, a project deadline is approaching, or an employee needs to be hired — and then takes ownership of making sure it gets handled.
You do not have to know every aspect of construction on your first day. You do need to be organized, assertive, willing to learn, comfortable following up with people, and committed to seeing tasks through to completion.
Pay: $40,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
