Construction Office Manager

Gilder Search Group; Reno (NV); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Retirement plan opportunities

Job summary

Gilder Search Group in Reno, NV is seeking an experienced Office Manager with a construction background to support project managers, estimators, and field personnel. This hands-on role requires maintaining efficient office procedures, coordinating project documentation, and ensuring compliance with industry standards.

The successful candidate will handle accounting tasks, vendor relations, HR paperwork, and risk management while coordinating with leadership.

Job description

Position Overview

We are seeking an experienced, organized, and proactive Office Manager with a background in the construction industry to join a well-established and fast-growing general contracting company. This is a high-impact role at the heart of daily operations — you will support project managers, estimators, field personnel, subcontractors, and company leadership by maintaining efficient office procedures, coordinating project documentation, managing financial records, and ensuring compliance with construction industry requirements.

The right candidate already understands the pace and demands of a construction environment and can hit the ground running from day one.

Compensation & Schedule

• Pay: $50,000 – $60,000 per year, depending on experience
• Schedule: Monday–Friday
• Hours: 7:00 AM – 4:00 PM or 8:00 AM – 5:00 PM depending on workload and project deadlines
• Employment Type: Direct Hire
• Benefits package including health insurance, paid time off, and retirement plan opportunities

Key Responsibilities

Office Administration

• Manage daily office operations and all administrative functions
• Answer phones, respond to emails, and greet clients, vendors, and subcontractors professionally
• Maintain office supplies, equipment, and vendor relationships
• Develop and implement office procedures to continuously improve efficiency
• Schedule meetings, appointments, and company events
• Draft, proofread, and distribute correspondence, memos, and reports

Construction Project Support

• Assist project managers with project documentation and contract administration
• Maintain project files including contracts, change orders, RFIs, submittals, permits, and closeout documents
• Track project deadlines and provide administrative support to project teams
• Coordinate communication between office staff, field personnel, clients, architects, and subcontractors
• Assist with obtaining permits, licenses, and project-specific documentation
• Maintain subcontractor and vendor contact lists and compliance documentation

Accounting & Financial Administration

• Process accounts payable and accounts receivable
• Track subcontractor invoices, lien waivers, and vendor payments
• Assist with payroll processing and employee timekeeping
• Prepare and distribute invoices and progress billings
• Reconcile credit card statements and monitor office expenses
• Support monthly financial reporting and budgeting activities

Human Resources Support

• Maintain employee files and onboarding documentation
• Coordinate hiring paperwork, benefits enrollment, and training records
• Ensure compliance with company policies and employment regulations
• Track certifications, licenses, and continuing education requirements

Compliance & Risk Management

• Monitor contractor licensing and insurance requirements
• Maintain certificates of insurance for vendors and subcontractors
• Track safety documentation and compliance records
• Support audits and regulatory reporting requirements

Physical Requirements

• Prolonged periods of sitting, typing, and working at a computer
• Ability to occasionally lift up to 25 pounds

Requirements

• Construction industry office experience is required — candidates without this background will not be considered
• Minimum 3+ years of office management experience, preferably within a general contracting or construction environment
• Associate's degree or equivalent experience preferred
• Strong knowledge of construction terminology, contracts, and project documentation
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office software
• Experience with accounting software and construction management platforms (Procore, Buildertrend, QuickBooks, or similar)
• Familiarity with subcontractor compliance, lien waivers, and certified payroll
• Excellent administrative, organizational, communication, bookkeeping, time management, and problem-solving skills
• Professional, reliable, and able to handle confidential information with discretion
• Must complete an in-person interview and provide a current resume
• Pre-employment background check required — must pass prior to start date
• Pre-employment drug screening required — must pass prior to start date, including THC if requested

Preferred Qualifications

• Experience supporting commercial, multifamily, or industrial construction projects
• Familiarity with permitting processes and construction compliance documentation
• Experience coordinating between field crews, project managers, subcontractors, and ownership
• Knowledge of HR functions within a construction company setting

Work Environment

This is a full-time, in-office position reporting directly to the Owner, General Manager, or Controller. You will work closely with leadership, project managers, estimators, and field staff in a collaborative and professional environment. The pace is fast, the work is meaningful, and there is real opportunity to grow with a company that has been building its reputation for decades.