Business Office Administrator

Job Title: Business Office Administrator
Employment Type: Full-Time
Location: The Hamptons, NY
Work Arrangement: Office-based
Reports To: Chief Executive Officer / General Manager
Compensation: Starting at $50,000, based on experience

About BuildForm

BuildForm is a luxury residential design-build firm serving the Hamptons and the East End of Long Island. We bring design, construction and project delivery together under one team to create highly considered homes defined by craftsmanship, precision and an exceptional client experience.

We are building a collaborative team of professionals who take ownership of their work, communicate clearly and hold themselves to a high standard. Every role at BuildForm contributes to the quality of our projects and the trust our clients place in us.

The Opportunity

We're looking for an organized, proactive Business Office Administrator to serve as the operational backbone of our company. This individual will ensure our office, projects, finances, and team operate efficiently while supporting our continued growth.

The Business Office Administrator is responsible for overseeing the daily administrative and operational functions of BuildForm. This role supports leadership, project managers, designers, and field staff by managing office operations, financial administration, human resources, customer communication, and business systems.

The ideal candidate is highly organized, detail-oriented, tech-savvy, and enjoys building efficient processes in a fast-paced environment.

Primary Responsibilities

Office Operations

• Manage daily office operations and administrative functions.
• Maintain office organization, supplies, and equipment.
• Develop and improve office procedures and workflows.
• Coordinate company meetings and events.
• Maintain company records and filing systems.

Financial Administration

• Process accounts payable and accounts receivable.
• Prepare invoices and customer billing.
• Track project expenses and purchase orders.
• Reconcile company credit cards and receipts.
• Coordinate with the company's CPA/bookkeeper.
• Assist with monthly financial reporting.
• Monitor cash flow and outstanding invoices.

Project Administration

• Create and maintain project files.
• Prepare contracts, proposals, and change orders.
• Coordinate permits and required documentation.
• Track project schedules and milestones.
• Maintain client and subcontractor records.
• Support project managers with administrative tasks.

Human Resources

• Assist with recruiting and onboarding employees.
• Maintain employee files.
• Coordinate benefits administration.
• Track PTO and employee records.
• Schedule training and certifications.
• Support company culture and employee engagement initiatives.

Customer Experience

• Answer phones and respond to client inquiries.
• Serve as the first point of contact for customers.
• Schedule consultations and meetings.
• Maintain CRM and customer communication records.
• Follow up with prospective and current clients.
• Coordinate project closeout documentation and client satisfaction surveys.

Vendor & Subcontractor Management

• Maintain vendor and subcontractor databases.
• Collect insurance certificates and W-9s.
• Collect ST-124 Forms.
• Process vendor invoices.
• Coordinate purchasing and deliveries.
• Build strong relationships with suppliers and trade partners.

Marketing & Business Support

• Assist with website updates and social media coordination.
• Help organize completed project photography.
• Support marketing campaigns and community events.
• Track online reviews and customer testimonials.
• Assist with proposal preparation and presentation materials.

Technology & Systems

• Manage company software and subscriptions.
• Maintain digital file organization.
• Improve administrative workflows through technology.
• Support implementation of new systems and processes.
• Ensure data accuracy across company platforms.

Qualifications/Experience

Required

• 3+ years of office management, business administration, or operations experience.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Experience in bookkeeping or financial administration.
• Ability to manage multiple priorities independently.
• Professional and customer-focused demeanor.

Preferred

• Experience in residential construction or design-build.
• Knowledge of accounting principles.
• Experience supporting growing small businesses.
• Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.

Technology Skills

• QuickBooks Online
• Buildertrend or CoConstruct
• Google Workspace
• Microsoft Office
• Dropbox / Google Drive
• Adobe Acrobat
• Canva
• CRM software (HubSpot, JobTread, Buildertrend CRM, or similar)
• DocuSign
• Slack or Microsoft Teams

Core Competencies

• Organization and planning
• Financial administration
• Customer service
• Bookkeeping
• Process improvement
• Project coordination
• Calendar management
• Communication
• Problem-solving
• Attention to detail
• Confidentiality
• Technology proficiency

What Success Looks Like

Within your first year, you will:

• Create efficient office systems that improve company operations.
• Ensure invoices, contracts, and project documentation are accurate and timely.
• Support project teams so jobs move smoothly from sales through completion.
• Improve communication between the office, field, and clients.
• Help leadership make informed business decisions through accurate reporting.
• Contribute to a professional, organized, and positive company culture.
• Become the trusted operational leader who keeps BuildForm running efficiently.

Compensation & Benefits

• Base salary: From $50,000, commensurate with experience

• Performance-based bonus eligibility

• Health insurance with a 50% employer contribution

• Paid time off and company holidays

• Professional development opportunities

• Collaborative, creative work environment
• Opportunity to grow into an Operations Manager or Director of Operations role