Construction Office Manager

Position Title: Construction Office Manager

Location: Hybrid LA/OC/SD

Position Overview: The Construction Office Manager is responsible for overseeing the administrative functions of the construction office, ensuring smooth operations of project documentation, scheduling, procurement, and communication between project teams and clients. This position plays a vital role in supporting construction projects, managing office staff, and maintaining efficient office systems to ensure that construction operations run effectively and within budget.

Key Responsibilities:

• Administrative Support:
• Manage daily office operations, including incoming call, responding to emails, and maintaining office supplies.
• Prepare and maintain project documentation, including contracts, change orders, invoices, and progress reports.
• Organize and maintain physical and digital files, ensuring that documents are accurate, up-to-date, and accessible.
• Assist in preparing reports for project managers, clients, and stakeholders.
• Coordinate accounting and payroll functions
• Coordinate marketing and paid advertising
• Ad hoc projects and duties
• Project Coordination:
• Assist in coordinating project schedules and ensuring that deadlines are met for project-related documents and permits.
• Support project managers in tracking project timelines, budgets, and deliverables.
• Maintain and update project schedules, helping to track progress and identifying delays or issues.
• Coordinate with subcontractors and vendors to ensure timely delivery of materials and services.
• Procurement and Supply Chain Management:
• Assist in ordering materials, equipment, and supplies needed for construction projects.
• Track and manage inventory of construction materials and office supplies.
• Process purchase orders, track deliveries, and follow up on outstanding orders to ensure on-time procurement.
• Financial & Budget Support:
• Assist with invoicing, processing payments, and ensuring that invoices match purchase orders and contracts.
• Work with the accounting team to monitor project budgets, track costs, and ensure financial records are accurate and up to date.
• Process subcontractor and vendor payments and assist with the preparation of progress billings and final billing.
• Compliance and Documentation:
• Ensure that all necessary permits, licenses, and insurance documents are obtained and up to date.
• Assist with managing project compliance with local, state, and federal regulations, including maintaining records for safety inspections and certifications.
• Help with preparing for audits, inspections, or project reviews by ensuring all documents and permits are correctly filed and accessible.
• Communication and Coordination:
• Serve as the primary point of contact for internal and external communications related to the construction project office.
• Coordinate meetings and appointments, including internal project meetings, client meetings, and supplier/vendor appointments.
• Distribute project-related information to team members and stakeholders in a timely and organized manner.
• Maintain a positive working relationship with clients, vendors, subcontractors, and other stakeholders involved in the project.
• Human Resources and Staff Management:
• Assist with the hiring process for office or administrative staff, including interviews, onboarding, and training.
• Oversee the timekeeping and attendance records for staff, and track vacation, sick leave, and other employee benefits.
• Provide general support to office staff, including organizing team-building events and maintaining office morale.

Qualifications:

• Experience: 3 years of experience in office administration, with experience in construction-related roles preferred.
• Skills:
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software (e.g., Procore, Buildertrend, or similar tools).
• Knowledge of construction terminology, processes, and documentation.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Familiarity with accounting software or the ability to learn quickly is a plus.

Job Type: Full-time

Pay: $25.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Flexible schedule
• Health insurance
• Paid time off
• Referral program

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in San Diego, CA 92109

Salary : $25 - $35