Oakside Office Manager

Job Description

Job Description

Construction Office Manager

Location: Prague, Oklahoma

Company: Oakside Construction

Employment Type: Full-Time

About Us

Oakside Construction is a growing commercial contractor specializing in small to mid-size projects. We pride ourselves on efficient operations, strong financial discipline, and a collaborative team environment. We are seeking a highly organized and construction-savvy Construction Office Manager to support our daily operations and ensure our projects run smoothly and profitably.

Position Summary

The Construction Office Manager oversees administrative operations, financial tracking, and project support functions for Oakside Construction. This role acts as the central hub between field teams, project management, vendors, and leadership. The ideal candidate brings strong construction knowledge, excellent organizational skills, and the ability to serve as the company’s financial watchdog—monitoring budgets, job costs, and compliance documentation.

This position reports directly to the President and works closely with the Lead Project Coordinator and Finance Manager.

Key Responsibilities:

Office & Administrative Management

· Manage daily office operations supporting multiple active construction projects.

· Serve as the central coordination point between field staff, project managers, vendors, ownership, and internal teams.

· Maintain and improve office systems, procedures, and workflows.

Financial & Accounting Support

· Own day-to-day job cost tracking and reporting (estimate vs. actuals).

· Monitor cash flow and project budgets across all active jobs.

· Prepare regular financial and operational reports for leadership.

· Maintain accurate financial files for audits, lenders, and bonding.

· Identify cost or budget issues early and escalate to the Finance Manager.

Estimating & Preconstruction Support

· Organize bid documents and assist with bid submissions.

· Maintain historical cost data and coordinate bid schedules.

· Support estimating and preconstruction workflows as needed.

Project Documentation & Compliance

· Manage centralized project documentation including contracts, change orders, lien waivers, COIs, W-9s, insurance certificates, and compliance records.

· Maintain subcontractor and vendor insurance and licensing records.

· Ensure timely collection and organization of all required project documentation.

Vendor, Client & Team Coordination

· Serve as the professional point of contact for vendors, subcontractors, and clients on administrative and compliance matters.

· Lead onboarding of new subcontractors and suppliers.

· Collaborate closely with the Lead Project Coordinator for seamless administrative handoffs.

Required Qualifications

· 5+ years of office management or administrative experience, preferably in commercial construction.

· Working knowledge of construction workflows, estimating/bidding processes, and job cost tracking.

· Strong organizational and document management skills.

· Proficiency with accounting, ERP, or construction management software.

· High attention to detail and ability to manage multiple priorities.

· Professional written and verbal communication skills.

Preferred Qualifications

· Experience in a small to mid-size construction company.

· Familiarity with AIA billing, pay applications, subcontract agreements, and compliance requirements.

· Background in Construction Management, Accounting, or Business.

· Experience supporting ownership or executive leadership.

Compensation & Benefits

· Competitive salary based on experience.

· Health insurance and retirement benefits.

· Opportunities for long-term growth within the organization.

· Direct exposure to leadership, financial decision-making, and company operations.