Administrative Assistant Office Manager

Level Recruiting; San Francisco (CA); On-site; USD 40,000 - 57,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Holidays

Retirement plan

Job summary

Level Recruiting is seeking an Office Administrator/Manager to support high-end residential construction projects in the San Francisco Bay Area. The role combines construction and bookkeeping administration and requires delivering white-glove service to clients and their representatives.

You must have prior experience to be considered. The position is full-time, in-office, and entails coordinating project setup, contract administration, and closeout documentation while maintaining organized

Qualifications

• At least 2 years of experience in bookkeeping, accounting support, or office administration.
• Prior experience in the construction industry is strongly preferred.
• Skilled in Microsoft Office Suite and Smart Sheets, with particular proficiency in Excel and Outlook.
• Strong attention to detail with a commitment to accuracy.
• Excellent organizational, communication, and multitasking abilities.
• Self-motivated, with the ability to work both independently and collaboratively.
• Background in construction accounting and job costing.
• Familiarity with construction contracts, change orders, and subcontract administration.
• Experience monitoring insurance certificates, vendor compliance, and lien documentation.

Responsibilities

• Support project setup, contract administration, and closeout documentation.
• Keep subcontractor agreements, purchase orders, change orders, and project logs up to date.
• Use DocuSign to manage vendor and client communications.
• Monitor permits, inspections, and other project-related documentation.
• Draft and distribute project correspondence and administrative reports.
• Assist project managers with document control and filing.
• Keep digital and physical project records organized.
• Handle supplier invoicing, including cost coding, and coordinate with field staff during processing.
• Build and maintain a calendar tracking bookkeeping, HR, insurance, and administrative deadlines.

Job description

Level Recruiting is seeking an Office Administrator/Manager with experience supporting projects for high-end residential construction companies. Our client is a highly-regarded luxury builder with Projects in San Francisco and Marin Counties. This role will require the ability to support a creative and productive team while delivering white-glove services to clients and their representatives.

YOU MUST HAVE PREVIOUS EXPERIENCE TO BE CONSIDERED FOR THE POSITION

Full Time Position - In Office

About the Role:

Construction and Bookkeeping Administration

• Support project setup, contract administration, and closeout documentation.
• Keep subcontractor agreements, purchase orders, change orders, and project logs up to date.
• Use DocuSign to manage vendor and client communications.
• Monitor permits, inspections, and other project-related documentation.
• Draft and distribute project correspondence and administrative reports.
• Assist project managers with document control and filing.
• Keep digital and physical project records organized.
• Handle supplier invoicing, including cost coding, and coordinate with field staff during processing.
• Build and maintain a calendar tracking bookkeeping, HR, insurance, and administrative deadlines.

Office Administration

• Act as the main point of contact for incoming calls, visitors, and general inquiries.
• Handle incoming and outgoing mail, banking, deliveries, and office communications.
• Coordinate schedules and set up meetings as needed.
• Order office supplies and manage inventory levels.
• Assist with company events, meetings, and other administrative initiatives.
• Keep the office environment professional and well organized.

Qualifications

• At least 2 years of experience in bookkeeping, accounting support, or office administration.
• Prior experience in the construction industry is strongly preferred.
• Skilled in Microsoft Office Suite and Smart Sheets, with particular proficiency in Excel and Outlook.
• Strong attention to detail with a commitment to accuracy.
• Excellent organizational, communication, and multitasking abilities.
• Self-motivated, with the ability to work both independently and collaboratively.
• Background in construction accounting and job costing.
• Familiarity with construction contracts, change orders, and subcontract administration.
• Experience monitoring insurance certificates, vendor compliance, and lien documentation.
• $35/hr DOE
• Health, dental, and vision insurance coverage.
• Paid time off and observed company holidays.
• Participation in a retirement plan, where applicable.
• Opportunities for professional growth and advancement within the company.

Who We Are

Level Recruiting is a boutique placement firm that works with the best custom home builders in the Bay Area. With over 40 years of combined experience in the industry, we carefully select our partners to make sure talented candidates are placed at companies with great culture, top pay, interesting projects, and opportunities for growth. We are dedicated to the service of helping to build companies and careers.