Construction Office Manager

Coastal-Builders; Orange (CA); Hybrid; USD 34,440,000 - 55,104,000; Part time

Benefits offered by this job

Paid Time Off

Paid Sick Leave

Paid Holidays / Vacation

Job summary

Coastal-Builders is seeking an proactive Office Manager (Construction) for a hybrid role. Start part-time (~20–25 hours/week) with a clear path to full-time as project volume grows, supporting A/P, A/R, invoicing, and document control.

The role requires construction administration experience, proficiency in QuickBooks and Office/Workspace, and familiarity with Buildertrend or Procore. A collaborative, scalable startup environment awaits.

Qualifications

• Solid background in the construction trades or general contracting.
• Proficiency with QuickBooks and Microsoft Office / Google Workspace; familiarity with Buildertrend and Procore.
• Basic understanding of liens, waivers, and subcontractor insurance/licensing standards.

Responsibilities

• Handle day-to-day Accounts Payable and Accounts Receivable; generate and track client billings and vendor invoices.
• Process Purchase Orders and reconcile job-cost records in QuickBooks.
• Track and process change orders from request to owner approval and subcontractor execution.
• Maintain organized physical and digital filing systems for project records.
• Ensure subcontractor compliance through COIs, licenses, W-9s, and lien releases.

Skills

Construction exp

QuickBooks

Microsoft Office

Google Workspace

Buildertrend

Procore

Lien waivers

Compliance

Organization

Communication

Tools

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) — HybridLocation: Hybrid (Remote / In-Office)Position Type: Part-Time transitioning to Full-Time as the company scalesCompensation: Competitive hourly rate (commensurate with experience)Benefits: Paid Time Off (PTO), Paid Sick Leave, and Paid Holidays / VacationAbout UsWe 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 OpportunityThis 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 ResponsibilitiesFinancial & 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 & QualificationsConstruction 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 OfferGrowth 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.How to ApplyPlease send your resume along with a brief note highlighting your experience with construction administration, lien waivers, and QuickBooks.