Office Manager

Brandon Homes; MIDDLETOWN (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

Brandon Homes seeks an Office Manager to run day-to-day operations across accounts payable data entry, vendor communication, HR administration, and asset management. You’ll ensure accurate data for the outside accounting firm and keep vendors, employees, and facilities well supported in a small, fast-paced environment.

The ideal candidate is detail-oriented, organized, and comfortable acting as the operational hub of Brandon Homes. Prior experience in construction or small business is a plus.

Qualifications

• 2+ years of office management, bookkeeping, or administrative experience, ideally in a small business or construction environment.
• Proficient in A/P entry and job cost coding.
• Experience with HR administration including onboarding and policy administration.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication with vendors, lenders, and employees.

Responsibilities

• Handle accounts payable and financial data entry with project job cost coding.
• Serve as the main vendor contact, resolve billing questions and manage payment timing.
• Coordinate COIs, W-9s, and insurance documentation for subcontractors and vendors.
• Provide organized records to outside accounting and support month-end close.
• Support HR onboarding, payroll data, and employment documentation.
• Assist in Buildertrend administration and document management.
• Oversee office operations, facilities, and asset management.
• Support sales and owner with special projects and reporting.

Skills

Accounts payable data entry

Vendor communication

HR administration

Organizational skills

Written and verbal communication

Education

Associate's or Bachelor's degree in Business, Accounting, or related field

Tools

QuickBooks Online

Job description

At Brandon Homes, we are redefining the home-building experience by making luxury attainable and crafting homes that inspire. Our fast-paced and ever-evolving environment requires forward-thinking, motivated individuals who thrive in creating solutions and delivering exceptional results.

About the Role

Company Overview

At Brandon Homes, we are redefining the home-building experience by making luxury attainable and crafting homes that inspire. Our fast-paced and ever-evolving environment requires forward-thinking, motivated individuals who thrive in creating solutions and delivering exceptional results.

About the Role

We\'re seeking an Office Manager to keep the day-to-day operations of the Brandon Family of Companies running smoothly. This is a hands-on administrative role spanning accounts payable data entry, vendor communication, construction draw requests, HR administration, and company asset management. Our outside accounting firm handles bookkeeping and month-end close — your job is to make sure the data they receive is accurate, timely, and complete, and that our vendors, employees, and facilities are well taken care of. The ideal candidate is detail-obsessed, organized, and comfortable being the operational hub of a small, fast-moving company.

Core Responsibilities

• Accounts Payable & Financial Data Entry
• Accurately enter all vendor bills and A/P transactions into QuickBooks Online with correct job cost coding by project
• Serve as the first point of contact for vendor calls and inquiries; resolve billing questions and route issues appropriately
• Track invoice approval status and payment timing; keep vendors informed on payment schedules
• Manage certificates of insurance (COIs) and W-9s for all subcontractors and vendors; flag lapses before invoices are approved
• Provide organized, accurate records to our outside accounting firm to support bookkeeping and month-end close
• Maintain clean digital files across accounting, vendor, and project records

Construction Operations Support

• Prepare and submit construction loan draw requests to lenders; coordinate with title companies and track funding timelines
• Manage subcontractor onboarding documentation (W-9, COI, lien waivers) and maintain organized project files
• Assist with Buildertrend administration including document management and report generation
• Coordinate with title companies and lenders on closings, escrow disbursements, and funding requirements

Human Resources Administration

• Submit payroll report containing PTO balances, Garnishments, Reimbursements, etc to accounting firm
• Serve as the primary HR contact for W-2 employees on onboarding, documentation, policy questions, and employment changes
• Maintain employee files and ensure documentation is complete and current
• Administer the employee handbook and coordinate revisions with ownership and legal counsel as employment law evolves
• Coordinate required employment law training (e.g., harassment prevention) and track completion
• Support hiring as needed: post positions, screen candidates, schedule interviews, and facilitate offers
• Track PTO and leave balances; act as liaison to outside employment counsel as directed by ownership

Asset & Facilities Management

• Oversee upkeep of company vehicles: track maintenance schedules, registrations, insurance, and coordinate repairs
• Maintain the office: manage supplies, coordinate cleaning and maintenance vendors, and keep the workspace presentable and functional
• Coordinate repair and upkeep of brandon home assets (model home furnishings, signage, and marketing materials) so they remain client-ready
• Maintain an inventory of company assets and flag replacement or repair needs proactively

General Office & Administrative

• Manage incoming correspondence related to vendor, HR, and administrative matters; triage and respond as appropriate
• Coordinate with outside counsel on contract documents, employment agreements, and compliance items
• Provide administrative support to Sales as requested
• Support owner with special projects, reporting, and business operations as needs arise
• Answer the main line phone

Qualifications

• 2+ years of office management, bookkeeping, or administrative experience, ideally in a small business or construction environment
• Working proficiency with A/P entry and job cost coding
• Comfortable handling HR administrative functions including employee documentation, onboarding, and policy administration
• Strong organizational skills and the ability to manage multiple priorities without dropping details
• Excellent written and verbal communication; able to correspond professionally with vendors, lenders, and employees

Nice to Haves

• Experience in residential construction, including familiarity with loan draws, lien waivers, and subcontractor documentation
• Familiarity with Buildertrend or comparable construction management software
• Experience managing facilities, fleet vehicles, or company assets
• Associate\'s or Bachelor\'s degree in Business, Accounting, or a related field