Office Manager – Construction CompanyPosition Summary
We are seeking a highly experienced, dependable, and self-motivated Office Manager with 8–9+ years of construction industry experience to oversee and maintain the daily administrative operations of a construction company.
The successful candidate must be a self-starter who is capable of working independently with minimal supervision, taking ownership of assigned responsibilities, identifying administrative needs, following through on tasks, and keeping company operations organized without requiring constant direction.
This position requires strong experience in construction administration, QuickBooks, Accounts Payable, Accounts Receivable, payroll, insurance compliance, project documentation, government contracting, and general office management.
The Office Manager will be expected to maintain a professional, organized, and productive workplace at all times.
This is a professional work environment. Children and pets are not permitted to accompany employees to the workplace during scheduled working hours.
We are looking for an individual who would like to grow with the company and become a long-term part of the management and administrative team.
Objective
To contribute excellent organizational skills, time management, construction administration experience, communication abilities, and multitasking skills while independently managing the company's administrative office.
The Office Manager must be capable of prioritizing assignments, managing multiple projects simultaneously, meeting deadlines, maintaining company records, supporting construction operations, and ensuring that essential administrative responsibilities continue to be completed efficiently and accurately.
Key Responsibilities
Responsibilities include, but are not limited to:
Independent Office Management
- Independently manage the day-to-day administrative operations of the company.
- Be a proactive self-starter who can recognize what needs to be completed and take appropriate action without waiting for continual instruction.
- Work independently and effectively with minimal supervision.
- Maintain company administration and office operations when management is working off-site or unavailable.
- Take ownership of assigned responsibilities and follow projects and administrative matters through completion.
- Prioritize tasks based on urgency, deadlines, company needs, and project requirements.
- Identify administrative problems and recommend practical solutions.
- Maintain productivity and professionalism while working independently.
- Exercise sound judgment when making routine administrative decisions.
- Keep management informed of important deadlines, problems, correspondence, outstanding payments, and other matters requiring attention.
Office Administration
- Manage incoming and outgoing emails, letters, packages, telephone calls, and other forms of correspondence.
- Manage company schedules, appointments, meetings, and calendars.
- Prepare, proofread, type, organize, and distribute professional documents and correspondence.
- Maintain organized electronic and physical filing systems.
- Track, manage, and securely store customer, vendor, subcontractor, employee, accounting, and project information.
- Maintain confidentiality of company, employee, customer, financial, and legal information.
- Maintain a clean, professional, organized, and properly stocked office.
- Order and maintain necessary office supplies.
- Greet customers, subcontractors, vendors, and visitors in a professional manner.
- Assist management with special projects and administrative assignments.
- Supervise office personnel when applicable.
- Stay informed regarding active office projects and administrative deadlines.
Construction Administration
- Provide administrative support for active construction projects from bidding through completion.
- Maintain project files including contracts, subcontract agreements, purchase orders, change orders, invoices, schedules, insurance documents, and correspondence.
- Assist with the preparation and tracking of bids, proposals, estimates, contracts, and change orders.
- Monitor project documentation and deadlines.
- Track payment schedules, progress billings, and outstanding project requirements.
- Communicate with project managers, field personnel, subcontractors, vendors, customers, inspectors, and government agencies.
- Assist with subcontractor onboarding and documentation.
- Verify subcontractor insurance and required certificates.
- Maintain knowledge of basic construction terminology, documents, and administrative procedures.
Accounts Payable & Accounts Receivable
- Maintain and process Accounts Payable and Accounts Receivable.
- Enter vendor invoices, customer invoices, payments, expenses, and other transactions into QuickBooks.
- Monitor outstanding customer invoices.
- Follow up on overdue accounts and outstanding payments.
- Process and organize subcontractor and vendor invoices.
- Maintain accurate financial records.
- Assist with monthly accounting procedures.
- Prepare account summaries and reports for management.
- Assist with construction job costing and project accounting.
- Maintain documentation required by accountants, insurance companies, auditors, and management.
QuickBooks Administration
- Maintain company financial information using QuickBooks Online and/or QuickBooks Desktop.
- Create and maintain customer, vendor, subcontractor, and project records.
- Prepare invoices and statements.
- Enter bills and payments.
- Assist with account reconciliations.
- Track company income and expenses.
- Produce financial reports as requested by management.
- Assist outside accountants with year-end or tax-related documentation.
Payroll & Certified Payroll
- Assist with employee payroll preparation and processing.
- Maintain employee timesheets and payroll documentation.
- Maintain accurate employee records.
- Prepare and process Certified Payroll documentation when required.
- Assist with prevailing wage documentation for public works and government projects.
- Maintain payroll records necessary for audits and government reporting.
- Coordinate with management regarding payroll deadlines and requirements.
Government Contracting & Public Works
- Assist with administrative requirements associated with municipal, state, federal, and other government construction contracts.
- Maintain government contracting documentation.
- Assist with certified payroll and prevailing wage reporting.
- Track required registrations, certifications, licenses, and compliance documents.
- Maintain subcontractor documentation required for government projects.
- Assist with preparing and submitting administrative documents required by public agencies.
Legal & Business Documentation
- Assist management with organizing and processing business-related legal correspondence.
- Maintain files involving contracts, claims, notices, disputes, insurance matters, and legal proceedings.
- Coordinate requested documentation with attorneys, accountants, insurance representatives, and consultants.
- Maintain confidentiality regarding legal and financial matters.
- Track response dates and important administrative deadlines when requested by management.
Insurance, Licensing & Compliance
Maintain and track company policies, licenses, registrations, insurance documents, and renewal dates, including:
- Business licenses
- Certificates of Insurance (COIs)
- General Liability Insurance
- Workers' Compensation Insurance
- Commercial Auto Insurance
- Contractor license documentation
- Subcontractor insurance certificates
- Government registrations
- Business certifications
- Other required company licenses and permits
The Office Manager will also:
- Request Certificates of Insurance when required.
- Coordinate insurance documents with customers, vendors, subcontractors, and brokers.
- Monitor expiration dates and notify management of upcoming renewals.
- Maintain current subcontractor insurance documentation.
Insurance Audits
- Coordinate and assist with company insurance audits.
- Prepare documents for Workers' Compensation and General Liability audits.
- Gather payroll records, subcontractor records, Certificates of Insurance, financial information, and supporting documentation.
- Communicate with insurance auditors as directed by management.
- Maintain organized records throughout the year so documentation is readily available when an audit occurs.
Standard Operating Procedures (SOPs)
- Maintain, develop, and update company Standard Operating Procedures (SOPs).
- Establish organized administrative procedures for recurring office responsibilities.
- Develop procedures for filing, accounting, project documentation, payroll, insurance compliance, and communication.
- Recommend administrative improvements that increase office efficiency.
- Ensure established office procedures are followed.
- Update SOPs as company procedures and requirements change.
Company Vehicles
- Maintain records for company vehicles.
- Track registration renewal dates.
- Maintain insurance documentation.
- Maintain organized records for maintenance and repairs.
- Notify management when registrations, insurance, or other vehicle documents require renewal.
Workplace Standards
The Office Manager is expected to maintain a professional and productive workplace.
- Employees must report to work prepared to perform their assigned responsibilities.
- Children are not permitted to accompany employees to the workplace during scheduled working hours.
- Pets are not permitted in the workplace during scheduled working hours.
- Personal responsibilities must not interfere with assigned work duties or company operations.
- Employees must maintain professional conduct when interacting with customers, subcontractors, vendors, management, and coworkers.
- Reliable and consistent attendance is required.
- The Office Manager must be able to work independently without constant supervision or direction.
- Company records, financial information, customer information, and legal matters must remain confidential.
Required Skills & Qualifications
- 8–9+ years of construction industry experience preferred.
- Minimum 5 years of QuickBooks Online and/or QuickBooks Desktop experience.
- Minimum 5 years of Microsoft Office experience.
- Minimum 5 years of customer service and office administration experience.
- Strong knowledge of construction office administration.
- Strong knowledge of Accounts Payable and Accounts Receivable.
- Payroll experience.
- Certified Payroll experience preferred.
- Government contracting/public works experience preferred.
- Insurance audit experience preferred.
- Experience maintaining licenses, COIs, insurance policies, and compliance documentation.
- Excellent organizational and recordkeeping abilities.
- Strong written and verbal communication skills.
- Strong proofreading and professional document preparation skills.
- Strong time-management and multitasking skills.
- Ability to prioritize responsibilities and meet established deadlines.
- Ability to function effectively under pressure.
- Ability to work independently with minimal supervision.
- Must be a proactive and dependable self-starter.
- Must demonstrate initiative and the ability to identify and complete necessary administrative tasks.
- Must exercise good judgment when working independently.
- Must be professional, personable, dependable, and a team player.
- Ability to maintain confidential information.
- High School Diploma or equivalent required.
- Reliable transportation required.
- Bilingual English/Spanish is a plus.
Preferred Experience
Experience in the following areas is strongly preferred:
- General contracting
- Construction office management
- Construction accounting
- Public works
- Government contracting
- Certified payroll
- Prevailing wage documentation
- Construction Accounts Payable and Accounts Receivable
- QuickBooks job costing
- Payroll administration
- Subcontractor management
- Construction insurance audits
- Contract administration
- Construction bidding and estimating support
- Business licensing and compliance
- COI tracking
- SOP development
- Project administration
Job Type
Full-Time
Compensation
$22.00 – $25.00 per hour
Compensation will be based upon experience, qualifications, QuickBooks knowledge, construction administration experience, and demonstrated ability to independently manage company office operations.
Schedule
Monday through Friday
Full-time, in-person position during normal company business hours.
Additional time may occasionally be required due to payroll deadlines, billing requirements, project deadlines, government reporting, insurance audits, or other company requirements.
Experience
- Construction Industry: 8–9+ years preferred
- Computer Skills: 5+ years
- QuickBooks: 8+ years
- Microsoft Office: 8+ years
- Filing & Records Management: 8+ years
- Customer Service: 8+ years
Language
- English – Required
- Spanish – Preferred
Work Location
In Person
Ideal Candidate
The ideal candidate is an experienced construction office professional who does not require constant supervision to remain productive.
This individual must be capable of coming into the office, reviewing priorities, identifying outstanding administrative responsibilities, organizing their workload, and independently completing the work necessary to keep company operations moving forward.
The successful candidate will take ownership of Accounts Payable, Accounts Receivable, QuickBooks, payroll, certified payroll, insurance documentation, licensing, project files, customer correspondence, office records, and other assigned administrative responsibilities.
We are seeking someone who is dependable, organized, accountable, professional, and interested in growing with the company while becoming an important long-term member of the company's administrative and management team.
Job Type: Full-time
Pay: $22.00 - $28.00 per hour
People with a criminal record are encouraged to apply
Application Question(s):
- What would be your starting Salary Desire
Experience:
- Workers' compensation: 8 years (Preferred)
- Human resources: 5 years (Preferred)
- QuickBooks: 9 years (Required)
- Insurances Auditing: 7 years (Preferred)
- Collection management: 7 years (Required)
- Microsoft Office: 7 years (Required)
- Customer service: 8 years (Required)
- Computer skills: 10 years (Required)
- Filing: 7 years (Required)
Shift availability:
Ability to Relocate:
- Lemon Grove, CA: Relocate before starting work (Required)
Work Location: In person
