Southwest Specialty Coatings is looking for an experienced Office Manager to keep our construction operations running smoothly behind the scenes. You'll be the organizational backbone of our office — managing administrative functions, supporting project teams, and ensuring our day-to-day operations are efficient and compliant.
Responsibilities
Project & Team Support
- Serve as the central point of contact between field teams, project managers, and clients
- Track project schedules, submittals, and RFIs in coordination with PMs
- Manage vendor and subcontractor relationships and communication
Financial & Accounting Support
- Process accounts payable/receivable, invoices, and purchase orders with appropriate departments.
- Assist with job costing, budget tracking, and financial reporting
- Coordinate payroll processing with payroll department
- Reconcile credit card statements and expense reports
Administrative Operations
- Oversee daily office functions, including phones, correspondence, filing systems, and supply management
- Maintain and organize project documentation, contracts, permits, and subcontractor agreements
- Coordinate scheduling for project managers, field crews, and subcontractors
- Prepare reports, and internal communications
Compliance & HR Support
- Maintain employee records, certifications, and licensing documentation
- Track OSHA compliance records, safety training logs, and insurance certificates
- Assist with onboarding new hires and maintaining HR files
- Ensure business licenses and contractor registrations remain current
Qualifications
- 5+ years of office management experience, preferably in construction, general contracting, or a related trade industry
- Experience in construction software (e.g., Procore, Sage 300, ect)
- Strong knowledge of Microsoft Office Suite
- Familiarity with construction contracts, lien waivers, and job costing
- Excellent organizational and multitasking skills
- Strong written and verbal communication
- Detail Oriented
Preferred
- Experience with certified payroll / prevailing wage reporting
- Knowledge of local permitting and licensing processes
Company Description
Come be part of a hardworking team that takes pride in delivering quality services. We value reliability, communication, and people who want to grow with our company.