Receptionist / Office Manager

Overview:

Small real estate developer and general contractor seeking an organized, proactive Receptionist / Office Manager to manage front-desk operations and day-to-day office administration. This role supports company leadership, project teams, subcontractors, and clients; combines customer-facing duties with back-office coordination specific to construction and development.

Key Responsibilities:

• Greet visitors, answer/route phone calls and emails, manage company mailbox and calendar scheduling.
• Serve as primary office point-of-contact for clients, vendors, subcontractors, inspectors, and tenants.
• Maintain office systems and records: filing (digital and paper), contract and permit tracking, project documentation, insurance certificates, and vendor/subcontractor files.
• Process incoming/outgoing mail and deliveries; manage office supplies and equipment vendors.
• Support construction project administration: prepare and distribute RFIs/Change Orders (as directed), track permits and inspection schedules, assist with job closeouts and lien waivers.
• Assist with accounts payable/receivable: prepare invoices, handle vendor bills, code receipts, reconcile statements, and coordinate with bookkeeper or external accountant.
• Prepare bank draws for projects
• Maintain and update contact lists, subcontractor insurance/qualification documentation, and project contact logs.
• Support HR/admin tasks: onboarding paperwork, benefits coordination, employee files, and maintaining policy documents.
• Coordinate small site visits, deliver paperwork to job sites, and occasionally attend job meetings to take notes or track action items.
• Maintain basic compliance and safety documentation for office and jobsites (e.g., OSHA postings, First Aid kit inventory).
• Implement and improve office processes, procedures, and templates to increase efficiency.

Required Qualifications:

• 3+ years office administrative experience; prior experience with construction, real estate development, or contracting preferred.
• Strong verbal and written communication skills; professional phone manner.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and experience with accounting software (QuickBooks or similar). Familiarity with construction/project management tools a plus.
• Excellent organizational skills, attention to detail, and ability to prioritize multiple tasks.
• Ability to handle confidential information with discretion.

Preferred Traits:

• Problem-solver, proactive, adaptable in a fast-paced environment.
• Customer-service oriented, comfortable interacting with trades, clients, and municipal agencies.
• Basic understanding of construction terminology, permits, and subcontractor processes.

Physical / Work Conditions:

• Office-based with occasional travel to local job sites; may require occasional lifting of light materials (files, small boxes).
• Typical business hours; occasional early/late availability depending on project needs.

Compensation:

• $18-24 an hour plus benefits as applicable (medical, PTO, retirement, etc.)