Office Administrator


  • Work with subcontractors to ensure paperwork is in order including contracts, CCB status checks, insurance certificates, and lien releases.
  • Track and process invoices for subcontractors and material providers; review invoices and change order requests against contract documents; code invoices to expense categories.
  •  Maintain draw spreadsheets; prepare monthly draws to the construction lender. 
  • Create and maintain a log to track homebuyer material selections (ie. flooring, countertop material…), upgrades, and change orders.
  • Enter expense data into QuickBooks and compare actual vs. budgeted project costs – Set up new employees; collect and summarize timesheets; coordinate with a payroll company.
  • File monthly reports with SAIF; handle the paperwork for SAIF or other insurance claims; prepare for year-end audits.
  • Organize and track warranty and product information for future buyers.
  •  Assist with selection, research, bidding, and ordering of construction materials.
  • Assist with the preparation of bid packages, sending out RFP’s, and evaluating subcontractor bids and handle compliance as required.
  • Run new sub orientation sessions as necessary (paperwork, billing procedure, job site rules, recycling protocol…).
  •  Prepare and update a phone/contact list for subcontractors and material suppliers.
  • Answer phones; copy, scan, fax and file documents; greet and direct visitors; maintain professional appearance and cleanliness of the construction office trailer.
  • Keep office stocked with office supplies (ie. paper, toner, furniture…); post required items at the job site (ie. minimum wage flyer, CCB #, first aid kit, fire extinguisher…); run occasional errands for office supplies, material pick-up.


  • Must have a high school diploma or a Bachelor’s degree in business, administration, or a related field.
  • Must have at least two years of office administration experience.
  • Must be proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
  • Must be comfortable handling confidential information.
  • Must have good Multi-tasking and time-management skills, with the ability to prioritize tasks.