Office Manager

TheMasonGroup; Chalfont (PA); On-site; USD 52,000 - 76,000; Full time

Job summary

themasongroup is seeking an organized Office Manager in Bucks & Montgomery Counties, PA to support ownership and daily operations for a growing residential and commercial contractor. You will oversee office workflows, project documentation, and financial processes while partnering with the owner, Sales & Project Manager, and staff.

The ideal candidate is proactive, detail-oriented, and capable of implementing efficient administrative systems to keep projects and records organized as the company

Qualifications

• 3 years of experience in office management, administrative operations, or a similar role.
• Construction industry experience strongly preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proactive, ownership-driven attitude and ability to work independently.

Responsibilities

• Manage daily office operations and ensure administrative processes run smoothly.
• Provide direct administrative support to the owner and manage priorities, schedules, and deadlines.
• Organize company records, contracts, and project files; maintain filing systems.
• Coordinate calendars, meetings, and outstanding tasks; track deadlines.
• Assist with accounts payable/receivable and vendor documentation; collaborate with accountant.

Skills

Office management

Organizational skills

Communication

Proactive mindset

Independent

Tools

Microsoft Office

Excel

Project tracking software

Job description

Office Manager

Residential and Commercial Construction

Location: Bucks & Montgomery Counties, PA

Employment Type: Full Time, W2

Compensation: Competitive Salary Based on Experience

We are a growing residential and commercial general contractor seeking a highly organized, proactive Office Manager to support company ownership and daily business operations. This role is the internal administrative and operational backbone of the business, ensuring the office, project documentation, financial processes, and communication systems run efficiently.

Working closely with the owner and Sales & Project Manager, the Office Manager will help keep projects organized, maintain accurate records, coordinate administrative workflows, and ensure important details do not fall through the cracks. The ideal candidate is a self starter who takes ownership, anticipates needs, solves problems, and keeps things moving without requiring constant direction.

This is an opportunity to play a key role in a growing construction company, help establish efficient systems, and make a direct impact on the company’s overall performance.

Responsibilities

Office Management and Administrative Support

• Manage daily office operations and ensure administrative processes run smoothly.
• Provide direct administrative support to the owner, helping manage priorities, schedules, deadlines, and follow up items.
• Organize company records, contracts, project files, permits, insurance documents, and other important business records.
• Maintain calendars, coordinate meetings, and track outstanding tasks and deadlines.
• Develop and maintain organized filing systems for both digital and physical records.
• Prepare correspondence, reports, spreadsheets, and other business documents as needed.
• Identify administrative bottlenecks and recommend ways to improve efficiency.

Project Administration and Internal Coordination

• Support the Sales & Project Manager with the administrative side of residential and commercial construction projects.
• Set up and maintain project files from initial approval through project completion.
• Track project schedules, milestones, deadlines, permits, inspections, and required documentation.
• Help coordinate communication between the office, field crews, subcontractors, vendors, and clients.
• Follow up on outstanding paperwork, approvals, proposals, change orders, and other project requirements.
• Maintain accurate records of project progress, documentation, and open action items.
• Assist with scheduling meetings, site visits, inspections, and other project related activities.
• Help ensure project information is organized, accessible, and communicated to the appropriate people.

Financial and Accounting Support

• Assist with accounts payable and accounts receivable, including invoice tracking, payment follow ups, and documentation.
• Prepare and organize vendor invoices, purchase receipts, subcontractor bills, and customer billing information.
• Track outstanding customer payments and help maintain an organized billing and collections process.
• Coordinate with the company’s accountant or outside bookkeeping partner to ensure accurate and timely financial records.
• Assist with tracking project expenses, purchase orders, budgets, and cost documentation.
• Maintain records of subcontractor agreements, vendor pricing, insurance certificates, and payment status.
• Help prepare documentation for monthly financial reviews and reporting.
• Track administrative expenses and support basic expense reporting.

Vendor and Subcontractor Administration

• Maintain an organized database of subcontractors, suppliers, and vendors, including contact information, pricing, and documentation.
• Collect and maintain W9s, certificates of insurance, licenses, contracts, and other required documents.
• Track subcontractor paperwork and follow up on missing or expired documentation.
• Assist with vendor communications, purchase order documentation, and material order tracking.
• Help coordinate delivery schedules and confirm that required paperwork and approvals are in place.
• Support the Sales & Project Manager by keeping vendor and subcontractor information current and readily available.

Sales and Estimating Support

• Assist with organizing incoming leads, proposals, estimates, and bid documentation.
• Maintain accurate records of opportunities, proposal status, client follow ups, and awarded projects.
• Help prepare proposals, contracts, and supporting documentation for client review.
• Track outstanding bids and follow up on administrative items to help keep opportunities moving.
• Maintain organized client records and project histories.
• Support the Sales & Project Manager with document preparation and coordination while allowing them to retain ownership of sales, pricing, and client relationships.

Business Operations and Process Improvement

• Help establish and maintain consistent administrative procedures across the company.
• Create and maintain checklists, standard operating procedures, templates, and internal tracking systems.
• Monitor outstanding tasks and follow up with the appropriate team members to ensure deadlines are met.
• Identify gaps in communication, documentation, and workflow before they become larger problems.
• Help implement and maintain software systems for project tracking, document management, scheduling, and financial administration.
• Provide ownership with visibility into outstanding administrative items, upcoming deadlines, and operational priorities.
• Take initiative to resolve routine issues independently and bring important decisions or concerns to ownership when needed.

Qualifications

• 3 years of experience in office management, administrative operations, project coordination, or a similar role.
• Construction industry experience strongly preferred.
• Experience supporting a business owner, project manager, general contractor, or small business leadership team is a plus.
• Strong organizational skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Comfortable working with invoices, financial records, spreadsheets, and general bookkeeping processes.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Experience with construction management software, accounting systems, or project tracking platforms is beneficial.
• Strong attention to detail and the ability to maintain accurate, organized records.
• A proactive mindset with the ability to anticipate needs, follow through, and work independently.
• Professional, dependable, resourceful, and comfortable working in a growing business where responsibilities may evolve.

What Success Looks Like

The successful candidate will become a trusted internal partner to ownership and a key support resource for the Sales & Project Manager.

Success in this role means:

• The owner has better visibility into daily operations, priorities, and outstanding issues.
• Project documentation, contracts, invoices, and vendor records are organized and current.
• Deadlines, follow ups, and administrative tasks are tracked and completed without constant reminders.
• The Sales & Project Manager spends less time on paperwork and administrative tasks and more time selling, managing projects, and working with clients.
• Communication between the office, field teams, vendors, and subcontractors is clear and consistent.
• Financial documentation and billing processes are accurate, timely, and organized.
• The business operates more efficiently as the company continues to grow.

The Ideal Candidate

We are looking for someone who takes pride in keeping a business organized and running smoothly. You are comfortable working behind the scenes, managing details, anticipating what needs to happen next, and making life easier for the people you support.

You do not need to be the person running construction projects in the field. Instead, you are the person who ensures the paperwork, communication, scheduling, financial administration, and internal processes supporting those projects are handled properly.

You are dependable, resourceful, and comfortable taking ownership of your work. You understand that in a growing construction business, small details matter, follow through is essential, and good internal support makes the entire team more productive.

This is an opportunity to become an essential part of a growing construction company, work directly with ownership, and help build the systems and processes needed to support long term growth.