Office Manager

Capitan Construction is looking for a highly organized, proactive office manager to help keep our fast-paced construction operations running smoothly. This key role will oversee daily office operations while providing administrative leadership and support to company leadership, project managers, and field teams.

We're looking for someone who enjoys creating order, staying ahead of deadlines, solving problems, and keeping multiple moving pieces on track. The ideal candidate is also comfortable and excited about using AI and technology to improve efficiency, streamline processes, and support the continued growth of our company.

Key Responsibilities

• Manage day-to-day office operations, including phones, scheduling, correspondence, and document control.
• Oversee and coordinate the work of administrative staff, ensuring coverage, task completion, and consistent office procedures.
• Maintain organized digital and physical filing systems for contracts, permits, and project documentation.
• Serve as the primary administrative point of contact for internal staff and external partners.
• Support project managers with administrative coordination and documentation.
• Maintain vendor and subcontractor records, including W-9s, COIs, and contracts.
• Track license renewals, insurance documentation, and compliance-related records.
• Assist with invoicing coordination and document routing.
• Coordinate office supplies, vendors, and facilities needs.
• Support leadership with calendars, meetings, and internal communication.
• Assist with invoicing, billing support, and tracking receivables.
• Coordinate with accounting on expense reimbursements and job cost documentation.
• Track purchase orders, vendor invoices, and approvals.
• Maintain records for audits, workers' compensation, and financial reviews.

Qualifications

• 3-5 years of office management
• Experience supervising administrative staff
• Construction industry experience strongly preferred
• Strong organizational and document-management skills
• Ability to manage multiple priorities and meet deadlines
• Professional communication skills and attention to detail
• High level of discretion and reliability
• Proficiency in Microsoft Office and/or Google Workspace
• Experience with document management or project coordination systems preferred
• Comfortable learning construction-specific platforms and processes
• Proactive problem-solver
• Experience with accounting or project management software (QuickBooks or similar platforms)

Salary:

The range for this role considers a wide range of factors in making compensation decisions, including but not limited to skill sets, experience, training, licensure, certification, and other business and organizational needs. Compensation decisions are based on the facts and circumstances of each case. The current range is a reasonable estimate.

Office Hours: Monday-Friday, 7:30 a.m. - 4:30 p.m.