Construction Office Manager & Admin Lead

Om Technology Energy Systems; Arizona; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) program

Paid time off

Job summary

XB Construction in Mayer, AZ is seeking a detail‑oriented Office Manager to run day‑to‑day administrative operations and serve as the central point of coordination between the office, project teams, and field staff. You will manage vendor and subcontractor paperwork, assist with invoicing and payroll coordination, and ensure project documentation and compliance records stay current.

The ideal candidate has 3+ years of office management or administrative experience, proficient in MS Office or

Qualifications

• 3+ years of office management or administrative experience.
• Proficiency in Microsoft Office / Google Workspace.
• Strong organizational skills; able to multitask in a fast‑paced environment.
• Excellent written and verbal communication.
• Ability to work independently and problem‑solve.

Responsibilities

• Manage daily office operations, supplies, and facilities upkeep.
• Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries.
• Coordinate scheduling for meetings, site visits, and company events.
• Process and track invoices, purchase orders, and expense reports.
• Liaise with accounting/bookkeeping within Quickbooks and support payroll processing coordination.
• Order and track materials and office equipment.
• Maintain personnel records and timesheets, track PTO.
• Assist with onboarding paperwork for new hires.
• Support project managers and field teams with scheduling, documentation, and correspondence.
• Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W‑9s.
• Organize and maintain project files, permits, and compliance records.
• Ensure office compliance with safety and company policy requirements.

Skills

Office management

Organizational skills

Communication

Multitasking

Tools

Microsoft Office

Google Workspace

Job description

XB Construction in Mayer, AZ is seeking a detail‑oriented Office Manager to run day‑to‑day administrative operations and serve as the central point of coordination between the office, project teams, and field staff. You will manage vendor and subcontractor paperwork, assist with invoicing and payroll coordination, and ensure project documentation and compliance records stay current.

The ideal candidate has 3+ years of office management or administrative experience, proficient in MS Office or