Office Manager

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