Assistant Office Manager

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Job Summary
We are seeking a highly organized, proactive Assistant Office Manager to support daily operations in our luxury residential construction office. This role assists with office administration, scheduling, documentation, customer communication and coordination across project, field, and management teams. The ideal candidate is very detail-oriented, adaptable and comfortable working in a constantly changing, fast-paced construction environment.

Key Responsibilities

Office Administration

  • Support overall office operations ensuring a professional and organized front office work environment
  • Manage incoming calls, email correspondence, mail, and office supply inventory
  • Assist with preparing, formatting, and distributing internal documents

Project Coordination

  • Maintain project files, permits, contracts, warranties and inspection documentation
  • Update job schedules and manage deliveries to the facility
  • Co-manage staging furniture and accessories inventory in warehouse
  • Communicate with superintendents and subcontractors to keep tasks on schedule

Customer Service & Communication

  • Serve as front office point of contact for homeowners, vendors and subcontractors visiting our offices
  • Schedule homeowner meetings, walkthroughs and warranty appointments

Accounting & Financial Support

  • Work with Accountant to support the invoices process including scanning of paid invoices
  • Maintain insurance certificates for subcontractors for compliance purposes
  • Cross-train to support warranty administration and homeowner overages

Qualifications

  • Previous experience in office administration; construction office experience strongly preferred
  • Strong organizational and multitasking skills in a deadline-driven environment
  • Excellent communication skills (written and verbal)
  • Proficiency with MS Office (Word, Excel, Outlook) - this is required; experience with construction software (Buildertrend) is a plus
  • Ability to work collaboratively with field and office staff and work independently with minimal supervision
  • High attention to detail and strong problem-solving abilities along with the ability to handle a constantly changing environment
  • Customer-service focused with a professional and friendly demeanor

Preferred Background

  • 2+ years of higher level administrative or office coordination experience is required
  • Knowledge of residential construction processes
  • Experience working with subcontractors, vendors and permitting agencies

Working Conditions

  • Full-time, on-site position
  • Standard business hours between 8am and 5pm daily; attendance is critical in this small office environment

Why Join Us?

  • Opportunity for responsibility growth within a respected residential construction company
  • Collaborative team environment
  • Competitive pay and benefits package

Pay: $20.00 - $25.00 per hour

Benefits:

  • 401(k)
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off

Work Location: In person

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