Office Manager -- Systems & Information Flow

Job Description

Job Description

About the role

KD Homes is a 12-year-old general contracting company in Healdsburg growing out of the "everything lives in the owner's head" stage. We've designed the systems — job packets, daily field reports, change order tracking, a billing pipeline — and now we need the person who builds them out, runs them daily, and keeps information moving between the field and the office. This is not a front-desk job. You'll be the operational backbone of a working construction office.

About KD Homes

We're a residential general contractor and commercial tenant improvement builder serving Sonoma County (CSLB #1068891). Our projects range from one-week window and bath remodels to full custom builds and ground-up development. We run a crew of eight, and we're investing seriously in how the company operates — better documentation, cleaner handoffs, less chaos.

What success looks like

Twelve months in, every active job has a complete job packet, daily field reports flow in and get filed without chasing, change orders are documented and signed before work happens, bills and receipts land in the right place on the 1st and 15th without anyone hunting for them, and the owners can see the status of any job or invoice in under a minute — because you built the system that makes that true.

What you'll do

• Own the day-to-day information flow: daily field reports, jobsite photos, timecards, and receipts — collected, filed, and flagged when something's missing
• Build and maintain job packets for every active project (scope, schedule, budget tracking, change orders)
• Run the bills and receipts pipeline: capture incoming vendor invoices, organize them into pay-run folders, and prep them for the twice-monthly pay run
• Draft and track change order documentation so nothing proceeds without a signature
• Organize and maintain the company's Google Drive file structure, templates, and trackers
• Support estimating and invoicing workflows as the systems mature (QuickBooks exposure a plus)

What we're looking for

Required:

• 3+ years in office administration, operations, or bookkeeping support
• Proven experience building organizational systems from scratch — trackers, filing structures, checklists, workflows — not just following ones that exist
• Strong Google Workspace skills (Drive, Sheets, Docs, Gmail)
• Comfortable holding a deadline and chasing people (politely, persistently) for what you need
• Reliable on-site presence in Healdsburg — full-time, with flexibility on the daily schedule (we care that the work gets done and the information flows, not that you're at a desk at 8:00 sharp)

Preferred:

• Construction, trades, or field-services office experience
• QuickBooks experience
• Comfort with AI tools and light automation (we use Claude and automated pipelines daily)
• Bilingual English/Spanish

Compensation

$28–$34/hr depending on experience, full-time. Pay reviewed after 90 days based on how much of the system you've taken ownership of.

How to apply

Apply through ZipRecruiter with your resume and a short note describing one system you built at a previous job — what the problem was, what you built, and what changed.