Office Operations Lead

Landmark Builders, Inc.; Roseville (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Landmark Builders is seeking an Office Operations Lead to support the leadership team across all construction phases. The role manages the office environment, coordinates IT and office equipment, and provides project support including permits, plan files, and close-outs.

The position requires strong communication, organization, and multitasking abilities, with proficiency in Outlook and MS Office. The role offers a fast-paced, independent work setting with opportunities to contribute to

Qualifications

• Must be computer-literate and familiar with basic office equipment.
• Excellent written and verbal communication skills.
• Strong organizational and planning abilities.
• Ability to multitask and prioritize tasks.
• Experience with Outlook Mail/Calendars.
• Proficient in Microsoft Word and Excel.
• Familiar with Buildertrend software after training.
• Able to work in a fast-paced environment.
• Maintain a professional appearance and demeanor.
• Comfortable working alone in the office at times.

Responsibilities

• Organizes office operations and procedures, supports accounting, controls correspondence, designs and maintains filing systems, and provides project support.
• Accounting support including job cost coding of invoices and receipts.
• Project support includes signage, permit support, plan files and project close out.
• Order supplies and equipment for the office.
• Coordinate with IT for office equipment, network, and printer support.
• Greet visitors and answer phones professionally.
• Maintain a pleasant work environment with strong organizational communication.
• Maintain historical records for the office.
• Support Marketing efforts with the Director of Marketing.
• Provide general administrative support to employees.
• Maintain insurance records, prelien and W9 information for subcontractors.
• Manage keeping the office and warehouse clean and orderly.
• Auto fleet management.
• Assist in onboarding new employees.
• Process incoming and outgoing mail.
• Manage client meetings, printing plans, client setup, and Buildertrend interfacing.

Skills

Communication skills

Organizational skills

Multitasking

Attention to detail

Outlook/Calendars

MS Office

Buildertrend

Adobe software

Professional appearance

Independent work

Tools

Buildertrend

Adobe software

Job description

Landmark Builders

Office Operations Lead

The Office Operations Lead serves as lead support for the leadership team (President, Director of Pre-construction and Director of Operations) through all phases of construction. This includes responsibility and management of the overall office environment.

Responsibilities:

• Organizes office operations and procedures, supports accounting, controls correspondence, designs and maintains filing systems, and provides project support
• Accounting support to include Job Cost coding of invoices and receipts
• Project support includes job site signage, permit support, plan files and project close out
• Order supplies and equipment as needed for the office
• Coordinate with IT support on all office equipment, network and printer support
• Greet and provide general support to visitors and answer phones in a pleasant, courteous, and professional manner
• Create and maintain a pleasant work environment ensuring high levels of organizational effectiveness, communication and safety
• Maintain historical records for the office
• Support Marketing efforts with Director of Marketing
• Provide general administrative support to employees
• Maintain insurance records, prelien and W9 information for subcontractors
• Manage maintaining the office and warehouse in a clean and orderly condition
• Auto Fleet management
• Assist in onboarding new employees
• Process incoming and outgoing mail
• Client services responsibilities to include: Manage printing of plans, manage client setup and interface with Buildertrend software, and coordinate client meetings.

Skills/Requirements:

• Must be computer- literate and familiar with basic office equipment such as printers, copiers, scanners and phone systems.
• Excellent written and verbal communication skills
• Strong organizational and planning skills, attention to detail
• Ability to multitask and prioritize work
• Enjoys a flexible and independent work environment where day-to-day work is more self-directed, ability to take the initiative and be a self-starter.
• Experience with Outlook Mail /Calendars
• Proficiency in Microsoft Office Suite (especially Word and Excel).
• Proficient at typing and word processing.
• Experience with Adobe software a plus
• Must be capable of mastering the basic functions of Buildertrend software with appropriate training, within a reasonable time after hire. Ability to utilize online tutorials for learning the software.
• Comfortable with a fast pace environment.
• Maintain a professional appearance and demeanor
• Must be comfortable working alone in the office at times

Who we are:

"We Build Landmarks." Not a slogan, but a way of life for the passionate members of the Landmark Builders team. Led by owner John P. Caulfield, Jr., the Landmark Builders crew takes pride in their ability to listen, understand and create unique spaces for their clients to enjoy.

The Landmark team embodies these core values:

Work Smarter: Work with efficiency and purpose on behalf of clients every day, with focus on constant improvement.

Only Solutions: A can do attitude focused on solutions and creative problem solving. Be positive and have fun at work.

Moving in Tomorrow: We are driven individuals with a high sense of urgency.

Be Invested: We operate with an ownership mentality. Our team trusts each other and holds each other accountable.

Play Offense: Operate from a position of strength, proactively managing project budgets, scheduling and quality.