Office Manager (72441)

Valcourt Group is seeking an Office Manager – Commercial Construction to support the daily administrative, operational, financial, and documentation needs of a commercial construction office. This role is responsible for helping keep the office organized, supporting project and operations teams, maintaining accurate records, assisting with job cost and billing documentation, and ensuring communication flows smoothly between the office, field, accounting, vendors, subcontractors, and clients.

The Office Manager will play a key role in supporting commercial construction operations by managing office processes, coordinating administrative tasks, assisting with project documentation, supporting financial tracking, and helping ensure projects are organized from startup through closeout.

The ideal candidate has experience in commercial construction, specialty contracting, waterproofing, roofing, restoration, façade, concrete restoration, or a related construction field. This individual should be highly organized, detail-oriented, professional, and comfortable working in a fast-paced construction environment.

Key Responsibilities

Office Management & Administrative Support

• Manage daily office operations and provide administrative support to leadership, operations, project management, and field teams.
• Serve as a central point of communication for internal teams, clients, general contractors, vendors, subcontractors, and visitors.
• Answer phones, manage emails, route requests, schedule meetings, and support office communication.
• Maintain organized office records, project files, contracts, correspondence, reports, and administrative documents.
• Assist with onboarding paperwork, employee records, office supplies, vendor coordination, and general office needs.
• Support leadership with reports, presentations, meeting preparation, document tracking, and follow-up items.
• Ensure the office operates efficiently, professionally, and in alignment with company standards.

Project Administration & Operations Support

• Support Project Managers and operations teams with project startup, documentation, schedule tracking, manpower coordination, material planning, and closeout.
• Track project milestones, deadlines, commitments, approvals, and outstanding action items.
• Help ensure field teams have current drawings, approved submittals, specifications, safety documents, and project information.
• Communicate with general contractors, owners, architects, consultants, vendors, subcontractors, foremen, and internal teams.
• Assist in identifying project issues early and escalating them to the appropriate Project Manager, Operations Manager, or branch leadership.
• Support the coordination of inspections, meetings, site access requirements, safety paperwork, and field documentation.

Financial Tracking & Reporting Support

• Assist Project Managers, operations, and accounting teams with job cost updates, WIP reporting, project financial documentation, and billing support.
• Maintain accurate project data related to contract values, approved change orders, pending change orders, billing status, cost-to-complete, percent complete, and projected margins.
• Help prepare and update monthly reports, WIP schedules, job cost tracking sheets, and project financial summaries.
• Track labor, material, subcontractor, equipment, and miscellaneous job costs against project budgets.
• Support review of project profitability, committed costs, open purchase orders, pending invoices, and forecasted costs.
• Coordinate with accounting to ensure project financial information is accurate, complete, and submitted on time.

Contract & Document Management

• Review, organize, and maintain contracts, scopes of work, purchase orders, subcontractor agreements, insurance documents, lien waivers, certificates of insurance, and compliance paperwork.
• Prepare, submit, and track submittals, RFIs, product data, warranties, safety documentation, and closeout packages.
• Monitor document approvals and follow up with general contractors, consultants, suppliers, subcontractors, and internal stakeholders.
• Maintain organized project files, including drawings, specifications, revisions, meeting notes, correspondence, schedules, RFIs, submittals, change orders, and billing backup.
• Ensure documentation meets project requirements, company standards, and contractual deadlines.

Change Order, Billing & Pay Application Support

• Assist with preparing, submitting, tracking, and logging change order requests.
• Maintain change order logs, including pending, approved, rejected, and executed changes.
• Track extra work tickets, time-and-material tickets, field directives, and backup documentation.
• Assist with preparing monthly billing, pay applications, schedule of values updates, and invoice backup.
• Track billing deadlines, retainage, approved change orders, pending change orders, and payment status.
• Coordinate with accounting on invoice processing, cost coding, lien waivers, certified payroll, and project financial documentation.
• Review field tickets, purchase orders, vendor invoices, and subcontractor invoices for accuracy and completeness.

Vendor, Material & Field Coordination

• Assist with material procurement, delivery coordination, lead time tracking, and purchase order follow-up.
• Confirm delivery dates, material quantities, approved products, and project-specific requirements.
• Communicate project updates, schedule changes, material issues, and documentation needs to appropriate team members.
• Coordinate with vendors, suppliers, subcontractors, field teams, and office staff to support smooth project execution.

Compliance & Closeout

• Track and collect compliance documentation, including insurance certificates, safety plans, SDS sheets, certified payroll, lien waivers, warranties, and closeout requirements.
• Prepare and submit closeout packages, including warranties, product data, maintenance information, as-builts, final lien waivers, and required releases.
• Follow up on punch list items, final documentation, and project closeout deadlines.
• Maintain accurate records for future reference, warranty claims, audits, and internal review.

Qualifications

• 5+ years of office management, construction administration, project coordination, or related experience preferred.
• Commercial construction, specialty contracting, waterproofing, roofing, restoration, façade, concrete restoration, or related construction experience preferred.
• Experience supporting Project Managers, operations teams, accounting teams, and field personnel.
• Strong knowledge of construction administration, including contracts, submittals, RFIs, change orders, purchase orders, pay applications, lien waivers, billing backup, and closeout documents.
• Experience with job cost tracking, WIP reporting support, cost-to-complete updates, billing support, and project financial documentation preferred.
• Ability to read and understand basic construction drawings, specifications, scopes of work, schedules, and contract documents.
• Strong Excel skills required; ability to work with cost reports, logs, schedules, and financial tracking spreadsheets.
• Proficiency with Microsoft Office, Outlook, Word, Excel, and general office systems.
• Excellent organization, communication, follow-up, and time management skills.
• Ability to manage multiple projects, deadlines, and priorities in a fast-paced construction environment.
• Strong attention to detail and commitment to accurate documentation.
• Professional, proactive, and able to work well with office staff, field teams, clients, vendors, subcontractors, and leadership.

Required Skills

• Commercial construction office management
• Construction administration and project support
• Contract document organization
• Change order tracking and documentation
• Submittal, RFI, and closeout management
• Purchase order and vendor invoice coordination
• Schedule and material coordination
• Compliance documentation tracking
• Excel-based reporting and tracking
• Communication with field and office teams
• Strong follow-up and deadline management
• Office organization and process improvement

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.