Construction Office Manager Jobs (NOW HIRING)

Company Overview

Durbiano Fire Protection is a fire protection and fire sprinkler contractor based in Santa Barbara, supporting residential and commercial construction projects throughout Santa Barbara, Ventura and San Luis Obispo Counties. Our team works closely with general contractors, builders, homeowners, inspectors, subcontractors, vendors, and field crews to keep projects organized, compliant, and moving forward.

We are looking for a dependable, detail-oriented Construction Office Manager to help manage daily office operations, construction paperwork, project documentation, and administrative support for our growing team.

Position Summary

The Construction Office Manager will play an important role in keeping Durbiano Fire Protection’s office, project files, and construction documentation organized, accurate, and up to date. This position supports project managers, field supervisors, office staff, subcontractors, vendors, clients, and company leadership by managing construction-related paperwork and helping ensure that important documents, deadlines, and communications are handled properly.

The ideal candidate has experience in construction administration, construction office management, or a similar role and understands the importance of accuracy, follow-through, communication, and organization in a busy construction environment.

Key Responsibilities

• Manage and maintain construction project files, office records, and administrative documents.
• Prepare, track, and organize contracts, change orders, purchase orders, permits, insurance certificates, lien waivers, invoices, submittals, RFIs, compliance documents, approved plans, and project files.
• Support project managers, estimators, and field supervisors with administrative tasks related to active fire protection and fire sprinkler projects.
• Assist with job costing documentation, project budgets, billing records, vendor paperwork, and subcontractor documentation.
• Process and track invoices, payments, payroll paperwork, purchase orders, and other accounting-related documents as needed.
• Use QuickBooks Online to support billing, invoicing, payment tracking, expense documentation, vendor records, and construction-related administrative accounting tasks.
• Coordinate communication between the office, field crews, general contractors, subcontractors, vendors, inspectors, and clients.
• Monitor document deadlines and help ensure required paperwork is completed, submitted, and filed on time.
• Maintain organized digital and physical filing systems for active and completed projects.
• Assist with scheduling, project updates, meeting coordination, inspection-related paperwork, and general office communication.
• Help improve office procedures, document tracking, and administrative workflows.
• Provide general office management support, including answering phones, handling email and mail, ordering supplies, and assisting leadership as needed.

Required Qualifications

• Previous experience in construction office administration, construction project coordination, office management, or a related administrative role.
• Familiarity with construction paperwork such as contracts, change orders, permits, insurance certificates, lien waivers, invoices, purchase orders, submittals, RFIs, approved plans, and project files.
• Experience using QuickBooks Online for construction-related office, billing, accounting, invoicing, payment tracking, or administrative tasks.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks, deadlines, and priorities.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, email, spreadsheets, and digital file management.
• Ability to work independently, follow through on open items, and keep projects moving administratively.
• Professional, reliable, and comfortable communicating with field staff, contractors, subcontractors, vendors, inspectors, clients, and management.

Preferred Qualifications

• Experience working for a fire protection contractor, fire sprinkler contractor, general contractor, subcontractor, builder, or construction-related company.
• Familiarity with construction management, estimating, or scheduling software.
• Experience with job costing, accounts payable, accounts receivable, billing support, or payroll paperwork.
• Knowledge of construction compliance documents, certificates of insurance, lien releases, permitting, plan submittals, and inspection coordination.
• Experience organizing digital project folders and maintaining accurate construction records.
• Bilingual English/Spanish skills are a plus but not required.

Skills and Traits of the Ideal Candidate

The ideal candidate is highly organized, accurate, dependable, and proactive. They enjoy keeping paperwork in order, following up on open items, and helping a busy construction office stay on track.

• We are looking for someone who is practical, professional, and team-oriented, with strong communication skills and a good understanding of how construction paperwork supports successful project completion. The right person will be comfortable asking questions, solving problems, working with different types of people, and making sure important details do not fall through the cracks.

Work Schedule and Location

• Schedule: Full-time, Monday–Friday, 8am-4pm
• Location: Santa Barbara, CA
• Primarily in-office, with occasional work-from-home flexibility when business needs and responsibilities allow.
• Occasional overtime may be required depending on project deadlines.

Compensation

Compensation: $32–$38 per hour, depending on experience.

Equal Opportunity Employer Statement

Durbiano Fire Protection is an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.