Office Manager

Office Manager / Construction Project Coordinator

Barrett Homes

Chicago, IL — Lakeview

Full-time | In office, five days per week | 40 hours per week

Base salary: $65,000 per year, plus bonus opportunities

ABOUT BARRETT HOMES

Barrett Homes is a Chicago residential builder specializing in single-family homes and multifamily residential developments, with a focus on craftsmanship and attention to detail.

We are seeking an organized, dependable, and self-motivated Office Manager / Construction Project Coordinator to work directly with our two owners. This role combines office administration, QuickBooks bookkeeping, and project coordination to keep daily operations and multiple construction projects moving forward.

The ideal candidate anticipates issues, takes initiative, and follows through independently while keeping the owners informed.

RESPONSIBILITIES

Bookkeeping, Payments, and Loan Draws

• Enter and maintain vendor bills, invoices, expenses, and payment records in QuickBooks, organized by project.

• Prepare checks and process approved payments to trades, suppliers, and other vendors.

• Help assemble construction loan draw statements and supporting documentation.

• Track draw submissions, outstanding information, and funding status.

• Once a draw is funded and payments are authorized, contact trades and vendors with instructions for collecting payment.

• Respond to payment inquiries, resolve discrepancies, and track outstanding bills.

Permits, Utilities, and Project Coordination

• Coordinate City of Chicago permit applications, inspections, approvals, and related documentation.

• Manage utility applications, new-service coordination, and communication with utility providers.

• Support project schedules, subcontractor coordination, appointments, deadlines, and follow-up.

• Flag missing information, approaching deadlines, and potential delays for the owners and project team.

Trade Insurance and Bids

• Maintain insurance records and certificates for all active trades.

• Track expiration dates, request updated certificates, and flag missing or expired coverage.

• Collect and organize bids for upcoming projects.

• Help prepare bid comparisons for owner review and follow up on missing information.

Purchasing and Deliveries

• Place approved orders for project materials, fixtures, appliances, equipment, and other job-related items.

• Track order confirmations, lead times, deliveries, backorders, returns, and discrepancies.

• Communicate order status and potential delays to suppliers and the project team.

Homeowner Communication and Selections

• Coordinate homeowner and buyer communications, appointments, and finish selections, including cabinetry, countertops, flooring, fixtures, and appliances.

• Maintain accurate records of selections, changes, approvals, and related documentation.

• Communicate updates and outstanding decisions to the owners and project team.

Office Administration

• Maintain Excel tracking spreadsheets, contracts, project files, vendor information, and correspondence.

• Support day-to-day office operations and administrative follow-up.

• Help improve office procedures and provide related administrative support as needed.

QUALIFICATIONS

• At least three years of relevant experience in office management, bookkeeping, administration, project coordination, or a similar role.

• Hands-on QuickBooks experience, including entering vendor bills and preparing checks and payments.

• Proficiency in Microsoft Excel and comfort using email and digital filing systems.

• Strong organization, attention to detail, and consistent follow-through.

• Ability to manage competing priorities and work independently.

• Clear, professional written and verbal communication.

• Sound judgment when handling financial and confidential information.

Residential construction, remodeling, real estate development, or permitting experience is preferred but not required. Familiarity with construction loan draws, trade insurance certificates, bid comparisons, purchasing, or homeowner selections is a plus.

COMPENSATION AND BENEFITS

• Annual base salary of $65,000.

• Bonus opportunities.

• Blue Cross Blue Shield of Illinois group health insurance with an employer contribution toward premiums, subject to plan eligibility. Contribution and coverage details will be provided during the hiring process.

• Two weeks of paid vacation annually.

WHY JOIN BARRETT HOMES?

Work closely with the owners of an established Chicago residential builder, take on varied responsibilities, and see how your work supports projects from preparation through completion. This role offers opportunities to develop professionally and take on expanded responsibility as the company grows.

HOW TO APPLY

Apply through Indeed with your résumé and a brief introduction highlighting your office management, bookkeeping, or project coordination experience. Please describe your QuickBooks experience and any background supporting construction projects, permits, purchasing, loan draws, or homeowner selections.