Office Manager, Residential Design/Build Construction Firm

Summary

Assist owner of a small and growing residential design-build construction firm with administrative tasks and design selections, such as finish materials and fixtures (plumbing, electrical, etc.) The company's projects include: interior gut renovations, kitchen & bath renovations, exteriors, waterproofing, stucco and repointing.

Position type and expected hours of work

• Part time, 20 hrs/week, remote but local to Brooklyn
• Full-time option: this position may be combined with the Design Assistant position
• Business hours are Monday-Friday 8:30am-4:30pm, candidate will need to work part-time on a schedule TBD within these hours
• Must provide own computer and reliable internet access.

Classification

• Position type: Administrative
• Independent Contractor, $26/hour, paid bi-weekly
• Long-term potential to convert to full-time Employee

Tasks/Responsibilities

• Potential Client Lead Intake
• Speak and email with potential clients to gather project scope information, typically 3-5 opportunities per week
• Add to lead spreadsheet (Google Sheets), track opportunities, and follow up on a timely basis
• Assist in scheduling initial site visit by Owner

• Represent the company in a professional manner on the phone, in email, and in person

• Estimates/Proposals

• Create construction estimates for projects daily, using Google Sheets template
• Apply knowledge of residential construction to understand what trades will need to be involved
• Request quotes from subs/tradespeople, enter their costs in Google Sheets
• Determine the materials needed for the job and enter them into spreadsheet, looking up prices from past projects
• Research products online when examples from past projects are not available

• Estimate BK Build crew labor required, in coordination with Owner

• Contracts

• Create and issue contracts in RocketLawyer based on approved estimates

• Ensure that contracts are signed
• Confirm that deposits are paid prior to start of work
• Condo Board Approvals
• Provide Clients with documents needed for them to gain condo board approval for their alterations
• Read Alteration Agreements to understand regulations for the building
• Fill out forms
• Get forms signed and notarized, when required
• Provide copies of trade licenses, when required
• Compile drawings and specifications, when required

• Respond to Architectural review comments, occasionally

• Insurance

• Obtain COIs for projects, weekly

• Create Worker's Comp COIs via NYSIF website
• Request GL COIs from insurance agent
• Provide these to Clients when required

• Assist owner with annual policy renewals

• Purchasing

• Purchase project materials
• Save all receipts in Project folders
• Enter amounts on Actuals tab for each project
• Receive receipts from field crew for ad-hoc purchases and save to appropriate folders

• Reimburse field crew with petty cash and maintain petty cash record

• Shipping/Logistics

• Maintain shipment tracking log of all shipment and delivery dates

• Inform the team and client about deliveries
• Coordinate deliveries of products to job sites

• Manage product returns and damage claims when necessary

• Scheduling & Trade Coordination

• Assist Construction Manager with scheduling the labor crew and trade subcontractors

• Client Communication

• In coordination with Owner & Designer:
• Keep clients informed of timelines and schedule changes
• Communicate with the team and clients if there are issues in the field or information needed from the client
• Follow up with clients on decisions needed in order to stay on schedule
• Flag changes to scope and assist with updating contracts/agreements accordingly

• Collaborate with others inside and outside the Company (clients, consultants, vendors, contractors, tradespeople, permit offices, etc.)

• Invoices

• Create and issue invoices
• Meet weekly with Owner to review which projects need to be invoiced

• Follow up on Accounts Receivable

• Payroll (future) & Accounts Payable

• Manage payments to labor crew daily/weekly

• Pay subcontractor and supplier invoices

• Maintain records of all payments

• HR

• Oversee human resources functions including employee records management, and compliance with company policies

• License Renewal

• Maintain records of Company licenses and renew them prior to expiration

Goals & Expectations

• Respond to new client inquiries within 24 hours
• Complete quotes within a week of initial inquiries
• Contribute toward client satisfaction by keeping clients informed about their project status in a timely, friendly, and professional manner
• Proactively identify issues before they become problems and work with the owner to find and implement solutions

Physical Demands

• May occasionally visit project sites, including occupied or empty buildings which may or may not be climate-controlled.
• Ability to climb stairs.

Travel requirements

• Potential for local travel
• Must have a valid US Driver's License if driving
• Mileage reimbursed if using a personal vehicle, access to a vehicle a plus

The type of person who will likely succeed in this job has:

Knowledge

• Ability to read and interpret technical construction drawings
• Understanding of and experience with typical residential construction methods and sequencing of trades
• Broad knowledge of residential finish materials and fixtures in a range of price-points, and where to source them
• Understanding of product lead times and delivery logistics

Technical Skills

• Proficiency in Google Suite, especially spreadsheets (Google Sheets), iCloud, and generally tech-savvy
• Language proficiency – English required, Spanish a plus
• Willing to learn other skills on the job
• Ability to create & post marketing content to Instagram/social media a plus

Education, Licensure or Certification

• None required
• Trade school or apprenticeship a plus

Experience

• Prior role in residential construction or related industry
• 2+ years on-site construction administration: communicating with tradespeople on active job sites

Soft Skills/Qualities

• Proactive, ability to see several steps ahead
• Basic project management skills, organization, logical thinking
• Time management - ability to plan work to meet deadlines
• Resourceful problem solver
• Precise, accurate, and efficient
• Good at conflict resolution

Communication

• Clear and concise verbally and in writing
• Responsive, efficient, and polite
• Good at translating technical information into plain language
• Persuasive, open and approachable, especially regarding accounts payable

Honesty, integrity

• Admit mistakes and solve for positive outcomes
• Accountable for personal performance
• Earn trust of co-workers, clients, and outside collaborators

Flexibility

• Easily handle shifting priorities, deadlines, and goals; unpredictable situations or problems on a given day
• Comfortable with some change and pressure including juggling a variety of tasks or responsibilities

How to Apply

The position is open immediately. Submit resume and cover letter to with subject line: "BK Build Office Manager"

Interview Process – Initial interviews will be conducted over Zoom. Follow up interviews will be in person with the owner.

Disclaimer – Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Equal employment opportunity (EEO) – BK Build is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are made on the basis of qualifications, merit, and business need. We do not discriminate on the basis of any characteristics protected by federal, state, or local laws. Valid US work permit required.

Job Types: Part-time, Contract

Pay: $26.00 per hour

Expected hours: 20 per week

Work Location: In person