Office Manager - Construction

Om Technology Energy Systems; Arizona; On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) program

Paid time off

Job summary

XB Construction in Mayer, AZ is seeking a detail‑oriented Office Manager to run day‑to‑day administrative operations and serve as the central point of coordination between the office, project teams, and field staff. You will manage vendor and subcontractor paperwork, assist with invoicing and payroll coordination, and ensure project documentation and compliance records stay current.

The ideal candidate has 3+ years of office management or administrative experience, proficient in MS Office or

Qualifications

• 3+ years of office management or administrative experience.
• Proficiency in Microsoft Office / Google Workspace.
• Strong organizational skills; able to multitask in a fast‑paced environment.
• Excellent written and verbal communication.
• Ability to work independently and problem‑solve.

Responsibilities

• Manage daily office operations, supplies, and facilities upkeep.
• Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries.
• Coordinate scheduling for meetings, site visits, and company events.
• Process and track invoices, purchase orders, and expense reports.
• Liaise with accounting/bookkeeping within Quickbooks and support payroll processing coordination.
• Order and track materials and office equipment.
• Maintain personnel records and timesheets, track PTO.
• Assist with onboarding paperwork for new hires.
• Support project managers and field teams with scheduling, documentation, and correspondence.
• Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W‑9s.
• Organize and maintain project files, permits, and compliance records.
• Ensure office compliance with safety and company policy requirements.

Skills

Office management

Organizational skills

Communication

Multitasking

Tools

Microsoft Office

Google Workspace

Job description

XB CONSTRUCTION

Office Manager

Position at a Glance

Position Title Office Manager

Department Administration

Reports To Project Manager

Employment Type Full‑Time, Non‑Exempt

Location Mayer, AZ (in‑office)

Position Summary

XB Construction is seeking a detail‑oriented Office Manager to run day‑to‑day administrative and office operations and serve as the central point of coordination between the office, project teams, and field staff. This role keeps the business organized — managing vendor and subcontractor paperwork, supporting invoicing and payroll coordination, and ensuring project documentation and compliance records stay current.

Key Responsibilities

Office & Administrative Operations

• Manage daily office operations, supplies, and facilities upkeep
• Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries
• Coordinate scheduling for meetings, site visits, and company events

Financial & Vendor Support

• Process and track invoices, purchase orders, and expense reports
• Liaise with accounting/bookkeeping within Quickbooks and support payroll processing coordination
• Order and track materials and office equipment

HR & Personnel Support

• Maintain personnel records and timesheets, track PTO
• Assist with onboarding paperwork for new hires

Project & Field Coordination

• Support project managers and field teams with scheduling, documentation, and correspondence
• Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W‑9s

Compliance & Documentation

• Organize and maintain project files, permits, and compliance records
• Ensure office compliance with safety and company policy requirements

Qualifications

Required

• 3+ years of office management or administrative experience
• Proficiency in Microsoft Office / Google Workspace
• Strong organizational skills; able to multitask in a fast‑paced environment
• Excellent written and verbal communication
• Ability to work independently and problem‑solve

Preferred

• Construction industry experience
• Familiarity with construction management software (Buildertrend, or similar)
• Experience with QuickBooks in a construction environment
• Experience supporting payroll or HR administration

Compensation & Benefits

Compensation

• $21–$26/hr, based on experience (approx. $41,600–$54,000/year)
• Midpoint target: ~ $23/hr for candidates with 3+ years of relevant experience

Benefits

• Health, dental, and vision insurance
• 401(k) program
• Paid time off