OFFICE OPERATIONS MANAGER / CONSTRUCTION ADMINISTRATOR

Job Description

Job Description

OFFICE OPERATIONS MANAGER / CONSTRUCTION ADMINISTRATOR

Luxury Builders Group LLC — Jupiter, FL
Full-Time | In-Office | $60,000–$70,000/year, depending on experience

About Luxury Builders Group

Luxury Builders Group is a growing Florida General Contractor specializing in high-quality residential construction, remodeling, commercial construction, and construction management throughout Palm Beach County.

We are looking for an experienced, highly organized Office Operations Manager / Construction Administrator to take ownership of the company's day-to-day administrative and operational workflow.

This is an important position within a growing construction company. The right person will work directly with ownership and will have the opportunity to grow with the company as our volume and team increase.

The Opportunity

This is not simply a data-entry or receptionist position.

We are looking for someone who takes ownership.

When something is assigned to you, we expect you to track it, follow through, communicate appropriately, and make sure it gets completed.

You should be comfortable managing multiple priorities, following established SOPs, identifying problems before they become bigger problems, and improving systems when you see an opportunity to do so.

Being busy is not the goal. Being organized, productive, accurate, and accountable is.

Key Responsibilities

Office & Operations Management

• Own the company's day-to-day administrative workflow.
• Manage the company inbox, phone calls, inquiries, correspondence, and follow-ups.
• Manage calendars, meetings, deliveries, estimators, site visits, inspections, and appointments.
• Track outstanding tasks and ensure they are followed through to completion.
• Maintain organized filing systems, project records, company records, and documentation.
• Maintain office supplies and administrative systems.
• Implement, maintain, and enforce company SOPs.
• Identify inefficiencies and recommend improvements.
• Communicate issues, delays, and outstanding items proactively to management.

Construction Administration & Permitting

• Own the administrative side of permitting from application through closeout.
• Prepare, submit, and track permit applications and related documentation.
• Coordinate with cities, counties, HOAs, inspectors, property appraisers, clients, vendors, subcontractors, and other authorities.
• Prepare and track Purchase Orders, Change Orders, contracts, Notices of Commencement, Notices of Approval, product approvals, plans, and related documentation.
• Coordinate inspections and required project documentation.
• Track permit status, outstanding requirements, approvals, and deadlines.
• Maintain accurate project and permit records.

Subcontractor & Vendor Administration

• Vet and onboard subcontractors and vendors.
• Maintain W-9s, licenses, Business Tax Receipts, Certificates of Insurance, workers' compensation documentation, and other compliance records.
• Monitor license and insurance expiration dates.
• Coordinate required documentation before subcontractors begin work.
• Maintain vendor and subcontractor relationships and records.
• Assist with contracts, pricing, and service-provider coordination.

Accounting & QuickBooks

• Perform day-to-day bookkeeping and accounting administration using QuickBooks Online.
• Enter and organize vendor and subcontractor invoices.
• Assist with accounts payable and accounts receivable.
• Prepare and track customer invoices and payments.
• Maintain accurate financial records.
• Assist with reconciliations and provide organized documentation to the company's accountant/CPA.
• Ensure financial and project documentation is properly organized.

Management & Project Support

• Support ownership and project management with administrative coordination.
• Prepare documents, correspondence, reports, and other materials.
• Coordinate information between ownership, clients, vendors, subcontractors, and project personnel.
• Assist with marketing materials and social media content according to company guidelines.
• Notarize documents and coordinate document execution when required.
• Take on additional responsibilities as the company grows.
• Eventually assist with training and supervising additional administrative staff.

What We're Looking For

We are looking for someone who:

• Has strong organizational and time-management skills.
• Is highly detail-oriented and takes pride in accuracy.
• Takes ownership rather than waiting to be told what to do.
• Follows SOPs and established processes consistently.
• Has excellent written and verbal communication skills.
• Is comfortable managing multiple priorities.
• Follows up without needing constant reminders.
• Can identify problems and work toward solutions.
• Is proactive rather than reactive.
• Can work independently and make sound decisions within their responsibilities.
• Understands that completing a task means completing it correctly and closing the loop .
• Is comfortable in a fast-growing environment.
• Wants to grow professionally as the company grows.

Construction Experience

Construction industry experience is strongly preferred.

Experience with any of the following is a plus:

• General contracting
• Construction administration
• Permitting
• Subcontractor/vendor management
• QuickBooks Online
• Houzz Pro or similar construction software
• Construction contracts and documentation
• Insurance and licensing compliance
• Change orders and purchase orders
• HOA/municipal coordination

The Right Personality

We are looking for someone who is reliable, accountable, organized, and driven .

You don't need to know everything on day one.

You do need to be someone who learns quickly, asks good questions, follows through, and takes pride in doing things correctly.

If you see a problem, we expect you to bring it forward with a proposed solution—not simply point out that there is a problem.

If you are waiting on someone, follow up.

If something is missing, find it.

If a process can be improved, speak up.

If you are given responsibility, own it.

Compensation

$60,000–$70,000 per year, depending on experience and qualifications.

Additional growth and compensation opportunities will be available as responsibilities increase and the company grows.

To Apply

Please submit your resume and a brief introduction explaining your relevant experience and why you believe you would be a strong fit for this position

Luxury Builders Group LLC
Jupiter, Florida

\nCompany Description

Luxury Builders Group is a growing, Florida General Contractor company based in Jupiter, specializing in residential construction, remodeling, commercial construction, and construction management throughout Palm Beach County. We take pride in quality work, strong client relationships, and professional project management. We are building a team of people who take ownership, value organization, and want to grow with the company.

Company Description

Luxury Builders Group is a growing, Florida General Contractor company based in Jupiter, specializing in residential construction, remodeling, commercial construction, and construction management throughout Palm Beach County. We take pride in quality work, strong client relationships, and professional project management. We are building a team of people who take ownership, value organization, and want to grow with the company.