Office Manager (74366)

Valcourt; Phoenix (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Valcourt is seeking an Office Manager for our ACS Building Services Phoenix branch. You will support daily administrative and operational needs for a team focused on waterproofing and building-envelope services.

You will work closely with the GM, PMs, field teams, accounting, and vendors to ensure timely communication, accurate record-keeping, and efficient office workflows. This role requires organization and discretion in a fast-paced construction setting.

Qualifications

• Strong 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.

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

Administrative skills

Multitasking

Confidential information handling

Office management systems

Billing and invoicing

Payroll and job-cost docs

Bilingual English/Spanish (plus)

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Construction accounting software

Project management software

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Job Details: Job Location: ACS Building Services - Phoenix, AZ 85034, 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 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.

Qualifications: Required Skills and Qualifications

• Strong 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 Experience

• High 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 Requirements

• Prolonged 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.