Office Manager

Job Description

Job Description

This Isn't a Traditional Office Manager Role

Kalb Construction is looking for an experienced Office Manager to take on one of the most connected roles in our company.

This person works across nearly every part of Kalb Construction - contracts, project financials, technology systems, accounting, estimating, project management, project coordination, HR, permitting, facilities, and leadership.

We're looking for someone who enjoys variety, takes ownership, and gets satisfaction from making an organization run better. Some days you'll be coordinating an owner contract. Other days you may be resolving a budget discrepancy, troubleshooting a system issue, improving a company process, training an employee, or making sure an important action item actually gets finished.

The right person doesn't just identify a problem. They dig into it, figure out what needs to happen, involve the right people, and follow it through to completion. Most importantly, we're looking for someone who wants to become a trusted resource the rest of the company can count on.

What You'll Do

• Prepare, coordinate, route, and track Owner Contracts, Preconstruction Agreements, AIA A305 Qualification Statement packages, and other important company and project documents.
• Help ensure contracts and other critical items move through review, revision, execution, and return without falling through the cracks.
• Become a key administrator of our technology platforms, including Autodesk Construction Cloud, Foundations, and Agave.
• Review project budgets, billing, Pay Applications, Owner Contracts, and change orders for accuracy and help resolve discrepancies between systems.
• Support project setup, system access, templates, reporting, and troubleshooting across our construction and accounting platforms.
• Audit projects to make sure documentation, budgets, subcontracts, subcontract change orders, RFCs, and related project information are accurate and current.
• Work closely with Accounting, Estimating, Project Managers, Project Coordinators, Permitting, HR, and company leadership to solve problems and keep things moving.
• Participate in key company meetings, understand what needs to happen next, and follow up on action items through completion.
• Oversee day-to-day office operations and directly manage our Administrative Assistant.
• Maintain contractor and business licenses, company records, office access, facilities needs, and vendor coordination.
• Help develop, improve, and maintain company policies, procedures, systems, and workflows.
• Train employees on company processes and technology platforms.
• Partner with HR on job postings, resume review, interviews, and hiring support.
• Serve as a trusted backup for important company functions, including check signing, payroll approval, and permit-expediting responsibilities.

If you see something that could be done better, faster, or more efficiently, we want you to speak up and help make it happen.

Who We're Looking For

Experience matters, but how you approach your work matters just as much. We're looking for someone who is:

• Organized - you can manage a lot of moving pieces without losing the details.
• Resourceful - if you don't know the answer, you figure out how to find it.
• Accountable - when you own something, people know it will get done.
• Detail-oriented - you notice inconsistencies and recognize when something doesn't look right.
• Financially comfortable - budgets, billing, Pay Applications, contracts, and change orders don't intimidate you.
• Technology-minded - you learn new systems quickly and aren't afraid to troubleshoot.
• A problem solver - you don't just point out problems; you help solve them.
• A strong communicator - you can work effectively with different personalities and departments throughout the company.
• Adaptable - you understand when priorities need to change and can adjust quickly.
• Discreet - you'll regularly work with contracts, financials, payroll-related processes, and confidential company information.
• Dependable - you take pride in being someone other people can count on.

What We're Looking For

• 5-7+ years of office management, administrative leadership, contract administration, construction administration, or comparable experience.
• Construction industry experience strongly preferred.
• Hands-on experience preparing, reviewing, coordinating, and tracking contracts through execution; owner-contract and construction-contract experience strongly preferred.
• Strong financial skills and experience with budgets, billing, Pay Applications, change orders, or similar financial documentation.
• Experience supervising or leading administrative staff.
• Excellent organizational skills and the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Strong Microsoft Office skills and overall digital literacy.
• Experience with Autodesk Construction Cloud, Foundations, Agave, or similar construction/accounting platforms is a plus. More important is the ability and willingness to learn our systems quickly.
• Familiarity with Nevada construction-contract and contractor-licensing requirements is a plus.
• A high level of discretion and sound judgment when handling confidential company information.

Why Kalb Construction?

Founded in 1972, Kalb Construction is a third-generation, family-owned general contractor with more than 50 years of experience building throughout Nevada.

We've built our company around honesty, integrity, pride, and excellence, and we believe great companies are built by great people. We're continuing to evolve by investing in better technology, smarter processes, stronger systems, and better ways for our teams to work together.

This position will be right in the middle of that. You'll have visibility across the company, the autonomy to solve problems, and the opportunity to make a real impact on how we operate.

If you like variety, take ownership, enjoy solving problems, and want to become someone an entire organization can depend on, we'd like to meet you.