Office Manager

Medium; Orlando (FL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Paid Time Off

Paid Holidays

Medical / Dental / Vision Coverage

401K with Company Match

Casual Dress Code

Community service events

Disability coverage

Employee Assistance Program

Paid bonding

Employee events

Job summary

Hartizen Homes, a home builder based in Orlando, FL, seeks an experienced Administrative/Office Manager to lead division administrative operations. You will supervise staff, maintain systems, and oversee contracts, permits, and closing activities to support sales and construction pipelines.

The role requires 5+ years in admin/office management, budgets, and strong Microsoft Office skills, with experience in homebuilding software (Brix/BuildPro).

Qualifications

• Five or more years of progressive administrative or office-management experience, including experience overseeing administrative functions and supervising staff.
• Associate degree or equivalent in business administration, accounting, construction management, or related field.
• Experience with budgets, bookkeeping, account reconciliations, invoice processing, contract administration, collections, and other financial or administrative responsibilities.
• Experience developing and maintaining administrative systems, procedures, and internal controls.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Partner with the division management team to support business objectives and ensure effective administrative operations.
• Lead, supervise, coach, and develop administrative staff, including assigning responsibilities, establishing priorities, and monitoring performance.
• Establish, document, implement, and maintain administrative systems, procedures, databases, file systems, and record‑retention practices.
• Oversee the accurate and timely processing of sales contracts, building permits, land administration documents, and closing‑related activities.
• Track and monitor homes throughout the sales and construction pipeline, including start schedules and lot flows, and promptly communicate potential delays or concerns.
• Oversee the preparation of closing documentation and coordinate with lenders, attorneys, title companies, sales, construction, and other involved parties.
• Perform or oversee general bookkeeping and financial administrative activities, including invoice processing, payment tracking, expense reporting, budget monitoring, insurance documentation, account administration, and account reconciliations.
• Ensure administrative and financial activities comply with established company policies, internal controls, approval requirements, and deadlines.
• Identify administrative or operational inefficiencies and recommend and implement process improvements.
• Exercise sound judgment and delegated decision‑making authority when resolving administrative and operational matters, escalating significant issues when appropriate.
• Coordinate the administrative aspects of onboarding new employees in partnership with Human Resources, Information Technology, and division leadership.
• Plan, schedule, and coordinate division meetings, employee events, training sessions, and other company activities.
• Manage the division’s daily office operations, including office supplies, business cards, vendors, shared workspaces, and general office needs.
• Serve as a primary point of contact for office‑related questions and administrative support.
• Collaborate with Sales, Production, Land, Finance, Marketing, Human Resources, Information Technology, and other departments to support division goals.
• Attend and support division meetings, including start meetings and managers’ meetings; prepare materials and track follow‑up items as needed.
• Support the division’s culture and collaborate on employee engagement, recognition, and community‑service activities.
• Maintain the confidentiality and security of employee, customer, financial, and proprietary company information.
• Performs other duties as assigned.

Skills

Staff supervision

Budgeting

Office management

Microsoft Office

Education

Associate degree in business administration, accounting, construction management, or related field

Tools

Brix

BuildPro

CRM software

Microsoft Office suite

Job description

Who is Hartizen Homes?

Hartizen Homes is a home builder based in Orlando, FL. At Hartizen, we embrace a culture that helps make dreams become a reality in our community. Whether we are building your “forever home” or volunteering in the local community, we are dedicated to finding purpose through serving others. Our commitment to service and zeal for life can be seen in everything we do.

Why Hartizen?

At Hartizen, we put the needs of our customers and our employees at the heart of our business. Our mission is to deliver the highest quality homes and create lasting relationships with our customers, all while focusing on the success and well-being of our employees.

Who Are We Looking For?

If you have the desire and drive to reach your full leadership potential, and the heart to serve others, then we encourage you to explore Hartizen Homes.

Primary Responsibilities

• Partner with the division management team to support business objectives and ensure effective administrative operations.


• Lead, supervise, coach, and develop administrative staff, including assigning responsibilities, establishing priorities, and monitoring performance.


• Establish, document, implement, and maintain administrative systems, procedures, databases, file systems, and record‑retention practices.


• Oversee the accurate and timely processing of sales contracts, building permits, land administration documents, and closing‑related activities.


• Track and monitor homes throughout the sales and construction pipeline, including start schedules and lot flows, and promptly communicate potential delays or concerns.


• Oversee the preparation of closing documentation and coordinate with lenders, attorneys, title companies, sales, construction, and other involved parties.


• Perform or oversee general bookkeeping and financial administrative activities, including invoice processing, payment tracking, expense reporting, budget monitoring, insurance documentation, account administration, and account reconciliations.


• Ensure administrative and financial activities comply with established company policies, internal controls, approval requirements, and deadlines.


• Identify administrative or operational inefficiencies and recommend and implement process improvements.


• Exercise sound judgment and delegated decision‑making authority when resolving administrative and operational matters, escalating significant issues when appropriate.


• Coordinate the administrative aspects of onboarding new employees in partnership with Human Resources, Information Technology, and division leadership.


• Plan, schedule, and coordinate division meetings, employee events, training sessions, and other company activities.


• Manage the division’s daily office operations, including office supplies, business cards, vendors, shared workspaces, and general office needs.


• Serve as a primary point of contact for office‑related questions and administrative support.


• Collaborate with Sales, Production, Land, Finance, Marketing, Human Resources, Information Technology, and other departments to support division goals.


• Attend and support division meetings, including start meetings and managers’ meetings; prepare materials and track follow‑up items as needed.


• Support the division’s culture and collaborate on employee engagement, recognition, and community‑service activities.


• Maintain the confidentiality and security of employee, customer, financial, and proprietary company information.


• Performs other duties as assigned.

Position Requirements

• Associate degree in business administration, accounting, construction management, or a related field preferred. An equivalent combination of education and relevant experience may be considered.


• Five or more years of progressive administrative or office‑management experience, including experience overseeing administrative functions and supervising staff.


• Experience in the construction or homebuilding industry preferred.


• Experience with budgets, bookkeeping, account reconciliations, invoice processing, contract administration, collections, and other financial or administrative responsibilities.


• Experience developing and maintaining administrative systems, procedures, and internal controls.


• Strong business acumen and understanding of how administrative functions support the division’s overall performance and employee experience.


• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.


• Experience with homebuilding, construction‑management, permitting, accounting, and CRM software—such as Brix and BuildPro—or comparable systems preferred.

Benefits and Perks

• Paid Time Off – Credited to You 100% Upfront


• Paid Holidays


• Medical / Dental / Vision Coverage including High Deductible Health Plan


• Welcome Box


• 401K with a Company Match


• Casual Dress Code


• Paid Time Off for Community Team Service Events


• Voluntary Short‑Term / Long‑Term Disability


• Employee Assistance Program


• Paid Bonding and Recovery Leave


• Employee events such as lunches and outings to foster a positive work environment

Our company develops leaders and empowers staff to use their gifts to impact the world through service – to our co‑workers, to our clients, and to our communities. We subscribe to the mission “finding purpose through serving others,” so if this speaks to you, let's connect!

Hartizen Homes is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, genetics, disability, age, veteran status, or any other characteristic protected by law.This organization participates in E‑Verify and is a drug‑free workplace. Criminal background checks and drug/alcohol checks are required.