Office Manager (72441)

Valcourt Group is seeking an Office Manager Commercial Construction to support the daily administrative operational financial and documentation needs of a commercial construction office. This role is responsible for helping keep the office organized supporting project and operations teams maintaining accurate records assisting with job cost and billing documentation and ensuring communication flows smoothly between the office field accounting vendors subcontractors and clients.

The Office Manager will play a key role in supporting commercial construction operations by managing office processes coordinating administrative tasks assisting with project documentation supporting financial tracking and helping ensure projects are organized from startup through closeout.

The ideal candidate has experience in commercial construction specialty contracting waterproofing roofing restoration façade concrete restoration or a related construction field. This individual should be highly organized detail-oriented professional and comfortable working in a fast-paced construction environment.

Key Responsibilities

Office Management & Administrative Support

Manage daily office operations and provide administrative support to leadership operations project management and field teams.
Serve as a central point of communication for internal teams clients general contractors vendors subcontractors and visitors.
Answer phones manage emails route requests schedule meetings and support office communication.
Maintain organized office records project files contracts correspondence reports and administrative documents.
Assist with onboarding paperwork employee records office supplies vendor coordination and general office needs.
Support leadership with reports presentations meeting preparation document tracking and follow-up items.
Ensure the office operates efficiently professionally and in alignment with company standards.

Project Administration & Operations Support

Support Project Managers and operations teams with project startup documentation schedule tracking manpower coordination material planning and closeout.
Track project milestones deadlines commitments approvals and outstanding action items.
Help ensure field teams have current drawings approved submittals specifications safety documents and project information.
Communicate with general contractors owners architects consultants vendors subcontractors foremen and internal teams.
Assist in identifying project issues early and escalating them to the appropriate Project Manager Operations Manager or branch leadership.
Support the coordination of inspections meetings site access requirements safety paperwork and field documentation.

Financial Tracking & Reporting Support

Assist Project Managers operations and accounting teams with job cost updates WIP reporting project financial documentation and billing support.
Maintain accurate project data related to contract values approved change orders pending change orders billing status cost-to-complete percent complete and projected margins.
Help prepare and update monthly reports WIP schedules job cost tracking sheets and project financial summaries.
Track labor material subcontractor equipment and miscellaneous job costs against project budgets.
Support review of project profitability committed costs open purchase orders pending invoices and forecasted costs.
Coordinate with accounting to ensure project financial information is accurate complete and submitted on time.

Contract & Document Management

Review organize and maintain contracts scopes of work purchase orders subcontractor agreements insurance documents lien waivers certificates of insurance and compliance paperwork.
Prepare submit and track submittals RFIs product data warranties safety documentation and closeout packages.
Monitor document approvals and follow up with general contractors consultants suppliers subcontractors and internal stakeholders.
Maintain organized project files including drawings specifications revisions meeting notes correspondence schedules RFIs submittals change orders and billing backup.
Ensure documentation meets project requirements company standards and contractual deadlines.

Change Order Billing & Pay Application Support

Assist with preparing submitting tracking and logging change order requests.
Maintain change order logs including pending approved rejected and executed changes.
Track extra work tickets time-and-material tickets field directives and backup documentation.
Assist with preparing monthly billing pay applications schedule of values updates and invoice backup.
Track billing deadlines retainage approved change orders pending change orders and payment status.
Coordinate with accounting on invoice processing cost coding lien waivers certified payroll and project financial documentation.
Review field tickets purchase orders vendor invoices and subcontractor invoices for accuracy and completeness.

Vendor Material & Field Coordination

Assist with material procurement delivery coordination lead time tracking and purchase order follow-up.
Confirm delivery dates material quantities approved products and project-specific requirements.
Communicate project updates schedule changes material issues and documentation needs to appropriate team members.
Coordinate with vendors suppliers subcontractors field teams and office staff to support smooth project execution.

Compliance & Closeout

Track and collect compliance documentation including insurance certificates safety plans SDS sheets certified payroll lien waivers warranties and closeout requirements.
Prepare and submit closeout packages including warranties product data maintenance information as-builts final lien waivers and required releases.
Follow up on punch list items final documentation and project closeout deadlines.
Maintain accurate records for future reference warranty claims audits and internal review.

Qualifications

5 years of office management construction administration project coordination or related experience preferred.
Commercial construction specialty contracting waterproofing roofing restoration façade concrete restoration or related construction experience preferred.
Experience supporting Project Managers operations teams accounting teams and field personnel.
Strong knowledge of construction administration including contracts submittals RFIs change orders purchase orders pay applications lien waivers billing backup and closeout documents.
Experience with job cost tracking WIP reporting support cost-to-complete updates billing support and project financial documentation preferred.
Ability to read and understand basic construction drawings specifications scopes of work schedules and contract documents.
Strong Excel skills required; ability to work with cost reports logs schedules and financial tracking spreadsheets.
Proficiency with Microsoft Office Outlook Word Excel and general office systems.
Excellent organization communication follow-up and time management skills.
Ability to manage multiple projects deadlines and priorities in a fast-paced construction environment.
Strong attention to detail and commitment to accurate documentation.
Professional proactive and able to work well with office staff field teams clients vendors subcontractors and leadership.

Required Skills

Commercial construction office management
Construction administration and project support
Contract document organization
Change order tracking and documentation
Submittal RFI and closeout management
Purchase order and vendor invoice coordination
Schedule and material coordination
Compliance documentation tracking
Excel-based reporting and tracking
Communication with field and office teams
Strong follow-up and deadline management
Office organization and process improvement

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.