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Office Manager

2 weeks ago

Charlotte, North Carolina, United States Vista Homes Full time $40,000 - $70,000 per year

Office Manager / Operations Coordinator

Location
: Charlotte, NC (On-site | 1 Remote Day per Week after 60 Days)

Schedule
: Monday–Friday, 8:00 AM – 5:00 PM

About Vista Homes

Vista Homes is a fast-growing, locally owned homebuilding company based in Charlotte, NC. We're known for our high-quality homes, craftsmanship, and strong company culture. Our team values integrity, accountability, and collaboration — and we're looking for a motivated professional who shares those same values to help us continue growing.

Position Summary

The Office Manager / Accounts Payable & Operations Coordinator is a key member of the Vista Homes Operations team. This hybrid role combines construction accounting, accounts payable management, permitting coordination, and office administration to support the daily operations of a dynamic homebuilding company. You'll handle everything from managing vendor payments and utility accounts to coordinating building permits, maintaining compliance records, and supporting the Construction and Purchasing teams. If you're organized, detail-oriented, and enjoy taking ownership of multiple responsibilities, this is the perfect role for you.

Key Responsibilities

Accounts Payable & Construction Accounting

  • Manage the accounting inbox daily; distribute invoices to the appropriate departments for approval.
  • Enter and code vendor bills and invoices in QuickBooks, verifying projects and cost allocations.
  • Maintain vendor setup and compliance with W-9s and Certificates of Insurance (GL & WC).
  • Prepare weekly check runs, ensuring accurate and timely payments to subcontractors, utilities, and vendors.
  • Reconcile vendor statements, resolve AP issues, and support monthly close processes.
  • Oversee payments for building permits, utilities, software, rent, insurance, and licensing renewals.
  • Assist the third-party accountant with reconciliations, journal entries, and financial reporting.
  • Support audits, tax filings, and budgeting processes as needed.

Permitting & Operations Coordination

  • Request, complete, and track building, demolition, and utility permits (LDIRLs, plan reviews, final addressing, etc.).
  • Maintain accurate permit documentation and ensure compliance with city and county requirements.
  • Collaborate with the Director of Construction to align project starts and schedules with business goals.
  • Assist with utility setups, disconnects, and meter orders for new and sold projects.
  • Support Land Acquisition with documentation and coordination for new property purchases.
  • Manage project workflows and maintain organized digital and physical house files.
  • Develop and maintain strong relationships with vendors, inspectors, and municipalities.
  • Participate in weekly starts/closings meetings to report on permitting and project status.

Office Management & HR Support

  • Oversee daily office operations, including mail sorting, office supply management, and vendor coordination (cleaning, pest control, etc.).
  • Administer software, licenses, and technology (phones, tablets, laptops, security systems).
  • Support HR onboarding, personnel documentation, and OSHA/labor law compliance.
  • Manage communications, rent payments, and HOA matters for multiple Vista entities.
  • Coordinate company events, team activities, and closing gifts for homeowners.
  • Prepare and file annual reports and renewals, including the GC license and corporate compliance documents.
  • Maintain a professional, organized, and welcoming office environment that reflects Vista Homes' values.

*Reports To VP of Operations & Director of Construction.

Qualifications

  • High school diploma required; Associate's or Bachelor's degree preferred.
  • 3+ years of experience in accounts payable, construction accounting, or office administration.
  • 3+ years of experience in residential construction operations (permitting, project coordination, or purchasing).
  • Technical Skills: Proficiency in QuickBooks, Microsoft Office Suite (Excel, Word, PowerPoint), and Google Workspace.
  • Familiarity with construction software such as BuildTopia or CoConstruct is a plus.
  • Core Competencies: Excellent communication and organizational skills. Strong analytical and problem-solving abilities. High attention to detail, accuracy, and time management. Self-motivated and able to work both independently and collaboratively.
  • Adaptable to changing priorities in a fast-paced environment.

Work Environment

  • Standard office environment with frequent use of computer and phone.
  • Ability to sit for extended periods and occasionally lift up to 10 lbs (files, equipment, etc.).
  • Reliable transportation or valid driver's license required.

Why Join Vista Homes

  • Opportunity to be part of a fast-growing homebuilding company with a strong reputation in Charlotte.
  • 1 remote workday per week after 60 days of employment.
  • Hands-on exposure to multiple aspects of homebuilding operations and business administration.
  • Collaborative, family-oriented culture that values initiative, accountability, and growth.

Equal Opportunity Statement

Vista Homes is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.