Construction office manager

Coastal builders; Orange (CA); Hybrid; USD 30,000 - 48,000; Part time

Benefits offered by this job

PTO

Paid Sick Leave

Paid Holidays / Vacation

Job summary

Coastal builders is seeking an organized Office Manager to support our growing construction operations in a hybrid role (remote and in-office). The position starts part-time (around 20–25 hours/week) with a clear path to full-time as project volume expands.

You will handle invoicing, A/P/A/R, change orders, COIs, lien waivers, and onboarding of subcontractors while coordinating between field teams and vendors to keep operations efficient and scalable.

Qualifications

• Solid construction familiarity including contracts and subcontractor agreements.
• Proficient with QuickBooks and MS Office / Google Workspace.
• Knowledge of lien waivers, COIs, licenses and W-9s for subcontractors.
• Strong organizational and time-management skills for hybrid/remote work.

Responsibilities

• Manage day-to-day financials: A/P, A/R, client billings and vendor invoices.
• Track change orders from request to owner approval and subcontractor execution.
• Collect and review COIs, licenses, W-9s, lien releases/waivers for compliance.
• Serve as the main communication hub between field, PMs, subcontractors, and vendors.

Skills

Organizational skills

Multi-tasking

Time management

Professional communication

Tools

QuickBooks

MS Office / Google Workspace

Buildertrend

Procore

Job description

Here is the updated, polished job posting incorporating the part-time to full-time growth path and your benefits package:

Office Manager (Construction) - Hybrid

Location

Hybrid (Remote / In-Office)

Position Type

Part-Time transitioning to Full-Time as the company scales

Compensation

Competitive hourly rate (commensurate with experience)

Benefits

• Paid Time Off (PTO)
• Paid Sick Leave
• Paid Holidays / Vacation

About Us

We are an ambitious, fast-growing construction company dedicated to delivering top-quality projects and exceptional client experiences. As our project pipeline expands, we are looking for a sharp, proactive Office Manager to serve as the operational hub of our business. If you thrive in a dynamic, entrepreneurial environment, love bringing structure to moving parts, and want a role where your contributions directly shape our company’s growth, we would love to meet you!

The Opportunity

This position begins as a part-time role (approx. 20–25 hours/week) with a clear, defined path to full-time as project volume and operations expand. It offers a balanced hybrid schedule, allowing you to work both from home and on-site at our office.

Key Responsibilities

• Financial & Invoicing Administration: Manage day-to-day Accounts Payable (A/P) and Accounts Receivable (A/R). Generate, distribute, and track client billings and vendor/subcontractor invoices. Process purchase orders (POs) and reconcile job-cost records inside QuickBooks.
• Project & Change Order Tracking: Track, log, and process change orders from request through owner approval and subcontractor execution. Maintain meticulous physical filing systems for paper copies as well as organized digital archives.
• Compliance & Subcontractor Onboarding: Collect and review Certificates of Insurance (COIs), trade licenses, and W-9s to ensure full subcontractor compliance. Collect, track, and verify lien releases/waivers (conditional and unconditional) prior to issuing payments.
• Operations & Communication: Act as a reliable point of contact between our field team, project managers, subcontractors, and vendors. Streamline administrative procedures to help the business operate efficiently as we scale.

Requirements & Qualifications

• Construction Experience: Solid background in the construction trades or general contracting. You must be comfortable with standard construction terminology, contracts, subcontractor agreements, and basic regulatory requirements.
• Software Proficiency: Hands-on experience with QuickBooks (Online or Desktop) and proficiency in Microsoft Office / Google Workspace (especially spreadsheets). Familiarity with construction management platforms (Buildertrend, Procore, etc.) is a plus.
• Lien & Compliance Literacy: Practical understanding of preliminary notices, lien waiver procedures, and subcontractor insurance/licensing standards.
• Core Skills: Exceptional organizational and multi-tasking skills. Strong independent time management suited for a hybrid/remote workflow. Clear, professional written and verbal communication.

What We Offer

• Growth Path: A direct avenue to transition from part-time into a core, full-time operational leadership role.
• Flexibility: Work-from-home flexibility combined with collaborative in-office days.
• Benefits: Paid leave, vacation days, and paid holidays.
• Culture: A collaborative, transparent, and supportive small-team environment where your voice and ideas matter.