Construction Office Manager: Operations & Billing Lead

Valcourt; Pensacola (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Valcourt Exterior Florida Pensacola is seeking an Office Manager to support the daily administrative and operational needs of a commercial specialty contracting branch focused on waterproofing, façade restoration, concrete repair, and building-envelope services.

This role works closely with the General Manager, Operations Manager, Project Managers, field teams, accounting, clients, vendors, and subcontractors.

Qualifications

• High level of organizational and administrative capability required.
• Ability to manage multiple priorities in a fast-paced construction environment.
• Experience supporting project management, operations, accounting, or field teams.
• Familiar with billing, invoicing, purchase orders, payroll, and job-cost documentation.
• Proficient with Microsoft Word, Excel, and Outlook; strong office management systems experience.
• Attention to detail and ability to maintain confidential information.
• Construction, commercial services, or specialty contracting experience preferred.
• Bilingual English and Spanish communication skills are a plus.

Responsibilities

• Manage daily office operations and administrative workflows.
• Support Project Managers and field teams with project documentation, scheduling, and communication.
• Prepare and maintain contracts, purchase orders, subcontractor documents, certificates of insurance, permits, and project files.
• Assist with billing, invoicing, accounts payable, accounts receivable, and collections follow-up.
• Track employee timecards, payroll information, expenses, and job-cost documentation.
• Coordinate vendor, subcontractor, and supplier documentation.
• Maintain accurate employee, client, project, and compliance records.
• Assist with onboarding, training coordination, and general HR administration.
• Answer phones, manage correspondence, schedule meetings, and support office visitors.
• Order office and field supplies and maintain inventory records.
• Support safety documentation, incident records, and training records.
• Prepare reports, spreadsheets, and branch updates for management.
• Help maintain a professional, organized, and responsive office environment.

Skills

Organizational skills

Communication skills

Administrative skills

Multitasking

Project support

Billing / invoicing

Payroll

Office software proficiency

Attention to detail

Construction industry experience

Bilingual English/Spanish

Education

Bachelor's degree

Associate degree

High school diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

Valcourt Exterior Florida Pensacola is seeking an Office Manager to support the daily administrative and operational needs of a commercial specialty contracting branch focused on waterproofing, façade restoration, concrete repair, and building-envelope services.

This role works closely with the General Manager, Operations Manager, Project Managers, field teams, accounting, clients, vendors, and subcontractors.