Office Manager/HR Manager for Construction General Contractor

Deliverables and Accountabilities

The Office Manager is a key part of the fulfillment of the promises we make to our customers and employees. The Office Manager plays a crucial role in ensuring the smooth and efficient operation of the office. This role requires managing administrative functions, coordinating project-related paperwork, supporting project management teams, and serving as a key point of contact for clients, subcontractors, and employees. The Office Manager will maintain a well-organized, professional, and productive work environment while handling multiple responsibilities. The company’s brand and client experience rely on the proper execution of the responsibilities of this role.

Deliverables

1. Administrative Management and Reporting

2. Project Coordination support

3. Human Resources & Payroll

4. Accountants Payable & Receivable: work closely with bookkeeper/bookkeeping team

5. Client and Subcontractor Relations

6. Compliance and Safety

7. Technology and Systems Management

Accountabilities

1. Administrative Management:

o Oversee day-to-day office operations, including supply management, office maintenance, and equipment coordination.

o Manage incoming and outgoing communications, such as phone calls, emails, and mail.

o Maintain and organize digital and physical filing systems, ensuring that all documents are properly archived and easily accessible.

o Handle scheduling and coordinating meetings, appointments, team events and project timelines.

o Deliver weekly and monthly reports related to purchases/transactions, bank/credit card statements, and credit account statements.

o Drive, track and maintain accountability on implementation items.

2. Project Coordination Support:

o Work closely with Owner/Project Managers and assist where needed.

o Assist in preparing and distributing project-related documents, including contracts, change orders, RFI (Request for Information) submissions, submittals, and permits.

o Track project milestones, deadlines, and key deliverables to ensure timely completion of tasks.

o Collaborate with project managers and field teams to ensure administrative support for active construction projects.

3. Human Resources & Payroll:

o Manage employee records, full cycle recruiting, onboarding new hires, and ensuring compliance with HR policies.

o Process biweekly payroll, manage employee timecards, and track bonuses, commissions, and time off requests, ensuring that employees are paid accurately and on time.

o Coordinate benefits administration, time-off tracking, and assist with resolving employee inquiries.

o Manage employee weekly hours to ensure employee hours are meeting project budgets.

o File necessary documents for all prevailing wage projects.

4. Accounts Payable & Receivable:

o Work closely with bookkeeper/bookkeeping team and ensure they have all necessary information for producing accurate financial statements.

o Manage financial transactions such as invoicing, billing clients, and processing subcontractor payments.

o Review vendor bills, manage expense reports, and ensure all accounts payable are paid on time.

o Reconcile project budgets, track project expenses, and maintain detailed records of financial activities.

5. Client and Subcontractor Relations:

o Serve as a liaison between clients, subcontractors, suppliers, and the general contractor.

o Onboard new vendors/subcontractors; request, file and maintain vendor/subcontractor documents to ensure compliance.

o Respond to inquiries from clients and subcontractors in a timely and professional manner.

o Assist in the preparation and coordination of project proposals and bids.

6. Compliance and Safety:

o Ensure that the office complies with all local, state, and federal regulations, including those related to safety, permits, various insurance policies and licenses.

o Maintain insurance documentation and ensure that certificates of insurance are current for all subcontractors.

o Maintain all active insurance policies i.e. general liability, automobile liability, umbrella liability, workers compensation, professional liability etc.

o Assist in coordinating safety training, certifications, and records for job sites.

7. Technology and Systems Management:

o Manage office software, employee emails, and systems used for project management, accounting, and communication.

o Provide basic IT support or coordinate with external IT providers to resolve technical issues.

o Assist with the implementation of new technologies or software that streamline office and project management processes.

Reporting:

• Report directly to Owner.
• Attend daily, weekly, monthly and quarterly meetings on time with prep completed.
• Maintain and update accurate data for all previously listed administrative responsibilities.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Construction Management, or related field (preferred).
• Experience: 3-5 years of experience in office management, preferably in the construction or general contracting industry.
• Skills:

o Strong organizational and multitasking abilities.

o Excellent written and verbal communication skills.

o Proficiency in office software such as Microsoft Office, QuickBooks, and project management software.

o Familiarity with construction terminology, processes, and documentation.

o Knowledge of accounting principles and practices in the construction industry.

Competencies:

• Strong attention to detail and accuracy.
• Ability to work independently and manage time effectively.
• Problem-solving skills with the ability to handle unexpected issues.
• Ability to prioritize and handle multiple projects at once.
• Interpersonal skills to interact effectively with clients, team members, and vendors.

Physical Requirements:

• Ability to sit for extended periods at a desk.
• Occasionally visit job sites, which may require walking, standing, and wearing personal protective equipment (PPE).

Work Environment:

• Primarily an office environment with occasional visits to construction job sites.

Job Type: Full-time

Pay: $35.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Human Resources: 2 years (Required)
• Office management: 2 years (Required)
• Payroll: 2 years (Required)

Work Location: In person

Salary : $35