Project Coordinator/Office Manager

Job Description

Job Description

Southwest Specialty Coatings is looking for an experienced Office Manager to keep our construction operations running smoothly behind the scenes. You'll be the organizational backbone of our office — managing administrative functions, supporting project teams, and ensuring our day-to-day operations are efficient and compliant.

Responsibilities

Project & Team Support

• Serve as the central point of contact between field teams, project managers, and clients
• Track project schedules, submittals, and RFIs in coordination with PMs
• Manage vendor and subcontractor relationships and communication

Financial & Accounting Support

• Process accounts payable/receivable, invoices, and purchase orders with appropriate departments.
• Assist with job costing, budget tracking, and financial reporting
• Coordinate payroll processing with payroll department
• Reconcile credit card statements and expense reports

Administrative Operations

• Oversee daily office functions, including phones, correspondence, filing systems, and supply management
• Maintain and organize project documentation, contracts, permits, and subcontractor agreements
• Coordinate scheduling for project managers, field crews, and subcontractors
• Prepare reports, and internal communications

Compliance & HR Support

• Maintain employee records, certifications, and licensing documentation
• Track OSHA compliance records, safety training logs, and insurance certificates
• Assist with onboarding new hires and maintaining HR files
• Ensure business licenses and contractor registrations remain current

Qualifications

• 5+ years of office management experience, preferably in construction, general contracting, or a related trade industry
• Experience in construction software (e.g., Procore, Sage 300, ect)
• Strong knowledge of Microsoft Office Suite
• Familiarity with construction contracts, lien waivers, and job costing
• Excellent organizational and multitasking skills
• Strong written and verbal communication
• Detail Oriented 

Preferred

• Experience with certified payroll / prevailing wage reporting
• Knowledge of local permitting and licensing processes

Come be part of a hardworking team that takes pride in delivering quality services. We value reliability, communication, and people who want to grow with our company.

Company Description

Come be part of a hardworking team that takes pride in delivering quality services. We value reliability, communication, and people who want to grow with our company.