XB CONSTRUCTION

Office Manager

Position Summary

XB Construction is seeking a detail-oriented Office Manager to run day-to-day administrative and office operations and serve as the central point of coordination between the office, project teams, and field staff. This role keeps the business organized — managing vendor and subcontractor paperwork, supporting invoicing and payroll coordination, and ensuring project documentation and compliance records stay current.

Key Responsibilities

Office & Administrative Operations

·       Manage daily office operations, supplies, and facilities upkeep

·       Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries

·       Coordinate scheduling for meetings, site visits, and company events

Financial & Vendor Support

·       Process and track invoices, purchase orders, and expense reports

·       Liaise with accounting/bookkeeping and support payroll processing coordination

·       Order and track materials and office equipment

HR & Personnel Support

·       Maintain personnel records and timesheets

·       Assist with onboarding paperwork for new hires

Project & Field Coordination

·       Support project managers and field teams with scheduling, documentation, and correspondence

·       Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W-9s

Compliance & Documentation

·       Organize and maintain project files, permits, and compliance records

·       Ensure office compliance with safety and company policy requirements

Qualifications

Required

·       3+ years of office management or administrative experience

·       Proficiency in Microsoft Office / Google Workspace

·       Strong organizational skills; able to multitask in a fast-paced environment

·       Excellent written and verbal communication

·       Ability to work independently and problem-solve

Preferred

·       Construction industry experience

·       Familiarity with construction management software (Buildertrend, or similar)

·       Basic understanding of bookkeeping/invoicing processes

·       Experience supporting HR administration

Compensation & Benefits

·       Competitive hourly rate, $21–$26/hr., based on experience (approx. $41,600–$54,000/year) based on experience

·       Full-time, in-office schedule

·       Health insurance

·       Paid time off