Office Manager

ACS BUILDING SERVICES; Phoenix (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

ACS BUILDING SERVICES seeks an Office Manager to support daily administrative and project-related tasks within a commercial construction branch. You will collaborate with the General Manager, Operations Manager, Project Managers, field teams, accounting, clients, vendors, and subcontractors to keep work flowing smoothly.

Responsibilities include maintaining office processes, handling project documentation, coordinating billing, timecards, and compliance records, and assisting HR functions.

Qualifications

• Strong organizational, communication, and administrative skills.
• Experience supporting project management, operations, accounting, or field teams.

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.

Skills

Organization

Communication

Administrative skills

Education

High school diploma

Associate degree

Bachelor’s degree

Tools

MS Word

MS Excel

Outlook

Office management systems

Job description

The Office Manager supports 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. The Office Manager is responsible for maintaining organized office processes, supporting project documentation, coordinating administrative activities, and ensuring timely communication across the branch.Key ResponsibilitiesManage 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.Required Skills and QualificationsStrong organizational, communication, and administrative skills.Ability to manage multiple priorities in a fast-paced construction environment.Experience supporting project management, operations, accounting, or field teams.Familiarity with billing, invoicing, purchase orders, payroll, and job-cost documentation.Proficiency with Microsoft Word, Excel, Outlook, and office management systems.Strong 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.Education and ExperienceHigh school diploma or equivalent required.Associate or bachelor’s degree preferred.Minimum of three years of office administration, construction support, or related experience preferred.Experience with construction accounting or project management software is a plus.Physical RequirementsProlonged periods of sitting at a desk and working on a computer.Must be able to lift up to 20 pounds at times.Occasional travel to jobsites or branch locations may be required.This job description is not intended to contain a comprehensive listing of all duties or responsibilities required of the employee. Duties and responsibilities may change at any time, with or without notice.