Office Manager/Project Coordinator Administrator
We are seeking a highly motivated, professional organized individual to join our team as an experienced Office Manager in construction. This role primarily assists the Construction Manager with Administrative Project Coordination and supports the Controller with finance administration. This dual-role position plays a critical role in the smooth operation of our construction office and the successful coordination of construction projects. If you are a confident, proactive problem-solver with a strong attention to detail and a can-do attitude, we encourage you to apply.
This position reports directly to our Construction Manager and Controller. This is an in office position.
Responsibilities
Maintain organized records, documents, and files, both digitally and physically per compliance.
Support HR functions such as employee records maintenance, recruitment coordination, and vendor management (Medical + 401K etc), handle payroll tasks, onboard new hires.
Ensure compliance with company policies, procedures, and regulations. Review, edit and develop these policies as needed.
Maintain a clean, organized, and safe office environment, including keeping the office organized.
Assist in special projects and initiatives assigned by upper management.
Maintain a calendar for construction jobs, including scheduling deadlines, milestones, and project-related appointments.
Manage office vendors such as internet providers, cleaning services, and other contracted services including receiving packages at the office or other locations.
Coordinate and manage the company fleet, including vehicle maintenance, registration, and scheduling of needs for new vehicles.
Support the Construction Manager in communication with clients, contractors, and subcontractors and facilitate project meetings, provide support to project teams, and assist in resolving project-related issues and conflicts.
Monitor project progress, report to the Controller, and track milestones to ensure timely completion and invoicing. Handle check deposits, manage mail, and coordinate liens releases for projects.
When needed, assist the Purchase Manager in procurement processes for materials and equipment.
Assist and support in managing project processes for start of job and closeout activities, including documentation and final inspections and warranty work.
Manage day-to-day administrative tasks within the construction office, including supply inventory, vendor coordination, and handling phone/email communications.
Requirements
- Experience in running a construction office is required.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Gmail, Calendar).
- Strong technology proficiency and ability to adapt to new software and tools quickly.
- Excellent organizational and time management skills.
- Strong communication and interpersonal skills.
- Ability to work effectively both independently and as part of a team.
- Attention to detail and ability to multitask in a fast-paced environment.
- Knowledge of construction industry processes and terminology is preferred.
- Previous experience with project coordination or management is a plus.
- Must have a can-do attitude to problem solve and get things done.
- Confident team player who can collaborate effectively with colleagues.
