Office Manager - Construction

XB CONSTRUCTION

Office Manager

Position Summary

XB Construction is seeking a detail-oriented Office Manager to run day-to-day administrative and office operations and serve as the central point of coordination between the office, project teams, and field staff. This role keeps the business organized — managing vendor and subcontractor paperwork, supporting invoicing and payroll coordination, and ensuring project documentation and compliance records stay current.

Key Responsibilities

Office & Administrative Operations

· Manage daily office operations, supplies, and facilities upkeep

· Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries

· Coordinate scheduling for meetings, site visits, and company events

Financial & Vendor Support

· Process and track invoices, purchase orders, and expense reports

· Liaise with accounting/bookkeeping and support payroll processing coordination

· Order and track materials and office equipment

HR & Personnel Support

· Maintain personnel records and timesheets

· Assist with onboarding paperwork for new hires

Project & Field Coordination

· Support project managers and field teams with scheduling, documentation, and correspondence

· Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W-9s

Compliance & Documentation

· Organize and maintain project files, permits, and compliance records

· Ensure office compliance with safety and company policy requirements

Qualifications

Required

· 3+ years of office management or administrative experience

· Proficiency in Microsoft Office / Google Workspace

· Strong organizational skills; able to multitask in a fast-paced environment

· Excellent written and verbal communication

· Ability to work independently and problem-solve

Preferred

· Construction industry experience

· Familiarity with construction management software (Buildertrend, or similar)

· Basic understanding of bookkeeping/invoicing processes

· Experience supporting HR administration

Compensation & Benefits

· Competitive hourly rate, $21–$26/hr., based on experience (approx. $41,600–$54,000/year) based on experience

· Full-time, in-office schedule

· Health insurance

· Paid time off