Construction Office Manager
Position Summary
We are seeking a highly organized and detail-oriented Construction Office Manager to oversee daily administrative operations for our construction company. This role is responsible for coordinating office functions, supporting field operations, maintaining safety and compliance documentation, managing project data and schedules, bookkeeping activities, and assisting with human resources administration. The ideal candidate thrives in a fast-paced construction environment and can effectively balance multiple priorities while maintaining professionalism and accuracy.
Key ResponsibilitiesOffice & Administrative Management
- Manage daily office operations to ensure efficient workflow and communication between office and field staff.
- Maintain company records, project files, contracts, permits, and administrative documentation.
- Coordinate meetings, prepare reports, and assist with correspondence and document distribution.
- Support project managers, estimators, and site supervisors with administrative needs.
- Track office supplies, vendor accounts, and equipment inventories.
Construction Safety & Compliance
- Maintain and organize safety documentation, including incident reports, toolbox talks, safety meetings, inspections, and training records.
- Assist in ensuring compliance with local, provincial/state, and federal construction safety regulations.
- Coordinate employee safety certifications, orientations, and renewals.
- Monitor and update company safety policies and procedures.
- Support safety audits and maintain compliance records for projects and subcontractors.
Data Management & Reporting
- Maintain accurate project data, employee records, and operational databases.
- Enter and track job costing, purchase orders, invoices, timesheets, and project documentation.
- Generate regular reports related to project progress, labor tracking, safety metrics, and operational performance.
- Ensure data integrity, confidentiality, and organized digital filing systems.
- Assist with implementation and maintenance of construction management software and office systems.
Scheduling & Project Coordination
- Coordinate schedules for field crews, subcontractors, equipment, inspections, and deliveries.
- Assist project managers with project timelines and calendar management.
- Monitor schedule changes and communicate updates to relevant stakeholders.
- Support coordination of mobilization, meetings, training sessions, and project deadlines.
- Help ensure projects remain organized and on schedule through proactive administrative support.
Bookkeeping & Financial Administration
- Perform day-to-day bookkeeping functions including accounts payable, accounts receivable, invoicing, expense tracking, and bank reconciliations.
- Maintain accurate financial records and assist with budget tracking and job costing.
- Prepare and process payroll information and supporting documentation.
- Work closely with management and external accountants to support month-end and year-end reporting.
- Utilize accounting software, including QuickBooks, to maintain financial records and generate reports.
- Monitor vendor payments, customer billing, and financial documentation for construction projects.
Human Resources Support
- Assist with recruitment activities, onboarding, orientation, and employee documentation.
- Maintain employee files, certifications, training records, and attendance tracking.
- Support payroll preparation by collecting and reviewing timesheets and related records.
- Coordinate benefits information, leave requests, and HR documentation.
- Help enforce company policies and maintain a professional workplace culture.
Qualifications
- Experience in Office Administration, Business Administration, Construction Management, Accounting, or related field.
- Minimum 3–5 years of administrative or office management experience, preferably in the construction industry.
- Experience with bookkeeping and financial administration required.
- Strong working knowledge of QuickBooks.
- Strong understanding of construction office procedures, scheduling, and safety documentation.
- Proficiency in Microsoft Office Suite and construction/project management software.
- Excellent organizational, multitasking, and communication skills.
- Ability to maintain confidentiality and handle sensitive information professionally.
- Knowledge of workplace safety regulations and HR best practices is an asset.
Preferred Skills
- Experience with construction safety requirements.
- Familiarity with payroll processing and HR coordination.
- Strong bookkeeping and financial reporting capabilities.
- Strong problem-solving and time-management abilities.
- Ability to work independently and collaboratively in a team environment.
- High attention to detail and accuracy.
Work Environment
- Office-based position with regular interaction with field personnel and project teams.
- Fast-paced construction environment requiring adaptability and strong prioritization skills.
- Occasional travel to project sites may be required.
Compensation & Benefits
- Competitive salary based on experience.
- Health and benefits package.
- Paid vacation and holidays.
- Opportunities for professional development and growth.
Pay: $25.00-$35.00 per hour
Work Location: In person
