Office Manager

Position Summary

Neighbors Construction Company is seeking an experienced and highly organized Office Manager to oversee the daily administrative operations of the business. This role is responsible for ensuring the office runs efficiently while supporting project managers, field personnel, accounting, vendors, subcontractors, and clients.

The ideal candidate is proactive, detail-oriented, an excellent communicator, and able to manage multiple priorities in a fast-paced construction environment. This individual will play a key role in keeping projects organized, maintaining accurate records, and improving internal processes.

Essential Responsibilities

Office Administration

• Oversee the day-to-day operations of the office.
• Maintain organized digital and physical filing systems.
• Answer and route incoming phone calls and emails.
• Order and maintain office supplies and equipment.
• Coordinate incoming and outgoing mail and deliveries.
• Maintain company records and administrative documentation.
• Develop and improve office procedures to increase efficiency.
• Support leadership with administrative projects as needed.
• Arrive early to work to set the example for all you supervise

Project Administration

• Assist with project setup and closeout documentation.
• Maintain project files, contracts, permits, and project correspondence.
• Track subcontractor compliance documentation, including certificates of insurance, W-9s, licenses, and other required documents.
• Coordinate document requests between project managers, clients, and subcontractors.

Accounting Support

• Assist with accounts payable and accounts receivable processes.
• Process vendor invoices and customer billing documentation.
• Maintain organized financial records for the accounting team.
• Support payroll documentation and employee records.
• Assist with expense tracking and reconciliations.
• Coordinate with the accounting department to ensure timely and accurate documentation.

Vendor, Client & Team Coordination

• Serve as the primary administrative contact for vendors, subcontractors, clients, and visitors.
• Schedule meetings and coordinate calendars.
• Follow up on outstanding documentation and project requirements.
• Maintain professional communication with internal and external stakeholders.

Human Resources Support

• Assist with employee onboarding and offboarding.
• Maintain personnel files and training records.
• Coordinate recruiting activities, including interview scheduling and candidate communication.
• Assist with company meetings and employee events.

Required Qualifications

• Minimum of 5 years of office administration or office management experience with references.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication abilities.
• High attention to detail and accuracy.
• Ability to prioritize multiple responsibilities while meeting deadlines.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Ability to quickly learn new software systems and technology.

Preferred Qualifications

• Experience working in the construction or general contracting industry.
• Familiarity with project administration and construction documentation.
• Experience with accounting software such as QuickBooks, Foundation, Sage, or similar platforms.
• Experience supporting payroll or human resources functions.

Skills & Competencies

• Strong organizational and planning skills
• Professional written and verbal communication
• Problem-solving, critical thinking and quick response
• Time management and prioritization
• Customer service orientation
• Attention to detail
• Ability to work independently
• Team collaboration with positive can do attitude
• Adaptability in a fast-paced environment
• Process improvement mindset
• Take direction from upper management assertively

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Occasionally lift and carry office supplies weighing up to 25 pounds.
• Ability to move throughout the office as needed.
• Dress accordingly, casual business office

What Success Looks Like

• A successful Office Manager will:
• Maintain organized and efficient office operations.
• Ensure project documentation is accurate, complete, and up to date.
• Provide timely support to project managers and leadership.
• Build positive relationships with clients, subcontractors, and vendors.
• Help improve administrative processes that increase efficiency across the organization.
• Maintain accurate records and ensure administrative tasks are completed on time.
• Contribute to a positive, professional, and collaborative office environment.

Benefits

• Salaried Position
• Health Insurance for employee paid by company which includes dental and vision
• 401 K match up to $1,000 per year
• 10 day Paid Time Off (no accumulation of non-used PTO days)
• Hours 8 am to 5 pm 1 hour lunch