Office Manager

Job Type: Full Time, Monday-Friday, 8:00am - 5:00pm Reports to: Owners, Cody Critcher & Josh Greene Direct Reports: Shared supervision over Office Administrative Intern Job Overview We are seeking a detail‑oriented and highly organized Office Manager to join our dynamic team. The ideal candidate will play a key role in supporting the day‑to‑day operations of our company by managing administrative tasks such as invoicing, billing, orders, communication, and material acquisition. You will assist in maintaining project timelines, ensuring compliance with permitting requirements, and tracking labor hours. This position requires excellent communication skills, multitasking abilities, and a strong understanding of construction‑related administrative processes. Key Responsibilities Stakeholder Communication Monitor and respond to the info@ inbox within one business day, organizing correspondence by job folder and sending client intake questionnaires as needed. Manage incoming calls and texts on company phone during business hours, ensuring responses within one business day. Invoicing, Billing & Accounts Payable Prepare and process invoices for clients based on completed work and contracts. Ensure accuracy of billing information and resolve discrepancies. Track outstanding invoices and follow up with clients for timely payments. Process vendor and subcontractor invoices for payment and maintain accounts payable records. Reconcile statements from suppliers and subcontractors. Coordinate with outside accountant and CPA to ensure timely, accurate financial data and tax filings. Orders & Material Acquisition Coordinate and manage orders for materials, tools, and supplies needed for ongoing projects. Collaborate with suppliers to ensure timely delivery and cost‑effective purchases. Maintain an inventory system to track material usage and availability. Subcontractor Administration Collect and maintain current W-9s and Certificates of Insurance (COI) for all active subcontractors. Track COI expiration dates and follow up to ensure continuous compliance. Prepare and issue 1099s at year‑end in coordination with accounting. Assist project managers with generating estimates and quotes for new projects. Provide support in updating and revising quotes based on changes in project scope. Send estimates and quotes to stakeholders at the request of Management. Track and document change orders during active projects, including scope, cost, and client approval. Update project budgets and client invoices to reflect approved change orders. Ensure all necessary permits are obtained for ongoing and upcoming projects. Track permit deadlines and ensure compliance with local regulations. Provide support in reviewing and interpreting project plans to ensure adherence to regulatory and construction standards. Assist in tracking sales leads and identifying potential opportunities. Help prepare proposals, presentations, and marketing materials for prospective clients. Follow up with leads and contribute to closing sales. Weekly Logs & Reporting Maintain and update weekly logs of project activities, including labor hours, materials used, and equipment. Compile reports for management on project status, budgets, and timelines. Assist in preparing project summaries and progress updates for clients. Timesheets & Payroll Collect and track employee timesheets to ensure accurate reporting of work hours. Ensure compliance with labor laws and company policies. Assist with new hire paperwork, including I-9 verification and benefits enrollment forms. Maintain accurate and confidential personnel files. Support open enrollment and basic employee record‑keeping. Fleet Tracking Coordinate the insurance and inspection schedules for company trucks and trailers. Ensure all vehicles meet safety and regulatory standards. Maintain records of inspections, repairs, and insurance renewals. Safety & Compliance Recordkeeping Maintain OSHA‑required logs and documentation (e.g., OSHA 300 log). Manage documentation of safety meeting attendance and sign‑off records. Assist with workers' compensation claim paperwork as needed. Warranty & Callback Tracking Log and track warranty requests, sending promptly to Management. General Administrative Duties Manage email communications with clients, vendors, and team members. Organize and maintain company records, files, and documents. Perform general office duties such as answering phones, scheduling meetings, and managing office supplies. Serve as the primary point person for BuilderTrend administration as it relates to office and financial functions — including invoicing, billing, subcontractor documentation, and other admin‑related data — ensuring information stays accurate, current, and properly organized. Manage Google Workspace administration, including user accounts, permissions, and shared drive organization. Conduct bank deposits and purchase order pickups as needed, using personal vehicle (mileage reimbursed per company policy). Skills & Qualifications Desired Previous office management experience or similar role is required. Previous experience in construction administrative assistant support is preferred. Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) also to include Google Drive (Docs, Sheets, etc.). Experience with QuickBooks online software is preferred. Experience with construction project management software (e.g.: BuilderTrend, CoConstruct, etc.) a strong plus. Excellent communication and organizational skills. Attention to detail with the ability to manage multiple tasks and prioritize effectively. Basic knowledge of construction processes and terminology is preferred but not required. Ability to work well in a team and adapt to a dynamic work environment. Alignment with our mission and core values. Experience & Education High school diploma or equivalent required; Associate’s degree in business, accounting, or related field preferred. 3+ years of administrative or office management experience, construction industry experience preferred but not required. Physical Requirements Ability to sit for extended periods at a desk/computer. Occasional lifting of up to 25 lbs (office supplies, files, deliveries). Ability to occasionally visit active jobsites, which may involve uneven terrain. $22-26/hr, based on experience. Bigfoot Builders is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other legally protected status. #J-18808-Ljbffr