Office Manager

Job Title:

Office Manager

Division:

Corporate Office

Classification:

Administrative/non-exempt

Report to:

Chief Operating Officer

Position Summary:

The Office Manager serves as the operational backbone of the firm ensuring that all administrative, financial, IT, regulatory compliance, and human resources functions run efficiently and accurately. This role goes beyond traditional office management by requiring specialized knowledge of construction workflows, including lien waivers, AIA billing, subcontractor coordination, and project documentation.

As a central hub for communication and organization, the Office Manager supports project teams, leadership, subcontractors, and clients by maintaining structured processes and ensuring that critical business operations—ranging from payroll to compliance—are executed seamlessly. This position is essential to keeping both office and field operations aligned, compliant, and financially on track.

Key Responsibilities:

1. Office Management

• Oversee day-to-day office and financial operations, including accounts payable and accounts receivable.
• Assist with processing subcontractor invoices, verify billing accuracy, and ensure timely payments.
• Assist in tracking project costs and budgets to support profitability and financial transparency.
• Supervise administrative assistant.
• Assist with implementation of new software platforms.
• Maintain the firm’s technology inventory and tracking.
• Manage AIA billing processes, includes assisting Project Managers in preparation and submission of pay applications, and track lien waivers to protect the company from financial risk.
• Manage miscellaneous invoices and ensure timely payment.

2. Payroll Coordination

• Collect, review, and verify timesheets from field personnel across multiple job sites.
• Coordinate payroll processing for both office staff and field crews, ensuring accuracy and compliance with labor laws and company policies.
• Maintain payroll records and address discrepancies in a timely manner.

3. Compliance and Licensing

• Track and maintain all required business licenses, contractor certifications, and permits.
• Ensure compliance with local, state, and federal regulations.
• Manage Certificates of Insurance (COIs) for subcontractors and vendors, ensuring all parties meet insurance requirements before commencing work.
• Proactively identify and mitigate compliance risks.

4. Training and Development

• Assist in Develop of employee training materials.
• Coordinate safety and compliance training.
• Track employee certifications.
• Evaluate training effectiveness.
• Recommend professional development opportunities.

5. Administrative Liaison

• Facilitate communication, coordinate administrative processes, and ensure timely responses to inquiries.
• Support project managers and superintendents with administrative needs to keep projects moving forward.

6. Human Resources Support

• Conduct New Hire Orientation.
• Along with the Operations Manager, help facilitate company training programs.
• Maintain onboarding documentation.
• Coordinate employee development initiatives.
• Assist with performance management processes.
• Support employee engagement efforts.
• Participate in workforce planning initiatives.

Qualifications:

• Bachelor’s degree in business administration, accounting, construction management, or a related field preferred. Candidates’ bilingual in Spanish encouraged to apply.
• 3–7+ years of experience in office management, construction administration, or a similar role within the construction or contracting industry. Experience with construction-specific financial processes (e.g., AIA billing, lien waivers) is strongly preferred.
• Possess a North Carolina notary license or obtain one immediately upon hire.
• Experience working with multiple trades and managing subcontractors is highly desirable.
• Exceptional organizational and multitasking skills with a high level of attention to detail.
• Strong communication and interpersonal skills for interacting with diverse stakeholders.
• Ability to prioritize tasks, manage deadlines, and maintain accuracy in a fast-paced environment.
• Problem-solving mindset with the ability to anticipate and address operational challenges.
• Strong understanding of construction administrative processes, including subcontractor management, permitting, and compliance requirements. Familiarity with financial tracking, job costing, and contract documentation.

Core Competencies:

• Effective communication skills
• Microsoft Office Suite
• Independent working skills
• Document Management

Compensation

Competitive base salary ranging from $50,000 to $76,000 annually, commensurate with experience and qualifications. Most starting salaries fall between the minimum and midpoint of the range, with opportunities for growth toward the maximum based on performance, experience, and continued professional development.

Career Growth & Advancement

This position provides essential administrative and operational experience across all aspects of office management and serves as a strong foundation for advancement into more senior roles such as:

Senior Executive Support RolesBusiness Operations or Organizational Leadership Positions Support Roles

Operations Manager/Director

High performers gain exposure to scheduling, internal coordination, budgeting support, vendor and client communication, and day-to-day office operations—building a strong pathway toward leadership opportunities in business administration and organizational management.

Benefits

• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off (PTO) package
• Per diem or travel reimbursement (if applicable)
• Paid training and professional development opportunities
• Career advancement support within the organization

Pay: $50,000.00 - $76,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Minimum salary requirement?

Experience:

• office management : 3 years (Required)

Work Location: In person