Construction Office Manager / Project Coordinator - F/T in San Rafael, CA

Chloch Mhor Framing, Inc. is seeking an experienced, organized Construction Office Manager / Project Coordinator to help manage the administrative and financial side of our growing construction company.
We specialize in structural framing, foundations/concrete, excavation and related structural construction throughout the San Francisco Bay Area.
This is an important position within the company. We are looking for someone who can take ownership of project administration, billing, change orders, job costing and day-to-day office operations while working directly with the owner and field team.

Primary Responsibilities

Project Management & Job Tread

• Set up new projects in JobTread
• Maintain project budgets and cost codes
• Keep project information, contracts, plans and documents organized
• Maintain project schedules and important deadlines
• Track project progress from contract through closeout
• Keep JobTread accurate and up to date

Billing & Accounts Receivable

• Prepare and send progress invoices
• Maintain project payment schedules
• Track outstanding accounts receivable
• Follow up professionally on overdue invoices
• Track retention and final payments
• Provide the owner with regular A/R updates

Change Orders

• Prepare change orders based on information provided by the owner/field team
• Send change orders to clients/GCs for approval
• Track pending and unsigned change orders
• Make sure approved change orders are added to project budgets and invoiced
• Maintain accurate documentation for T&M work

Job Costing

• Track project costs against budgets
• Categorize labor, materials, subcontractors and equipment to the appropriate projects/cost codes
• Assist with estimated-vs-actual reporting
• Identify missing costs or paperwork
• Provide regular project profitability reports to the owner

Payroll & Time Tracking

• Collect employee timecards
• Verify hours are assigned to the correct projects
• Track T&M labor documentation
• Prepare payroll information for processing
• Coordinate with the company’s bookkeeper/payroll provider

Purchasing & Vendor Management

• Create and track purchase orders
• Organize vendor and subcontractor invoices
• Match receipts and invoices to the appropriate projects
• Maintain vendor/subcontractor information, W-9s and insurance documents
• Assist with subcontract agreements and lien releases when required

Project Administration

• Organize contracts, plans, RFIs, submittals, COIs and project correspondence
• Track inspections and important project dates
• Maintain daily reports, project photos and field documentation
• Assist with project closeout documentation

Office & Communication

• Manage routine project emails and phone calls
• Communicate professionally with general contractors, clients, vendors and subcontractors
• Coordinate between the owner, foremen and office
• Maintain organized digital project files
• Help establish and improve company office procedures

Weekly Owner Reporting

Prepare a concise weekly report showing:

• Outstanding accounts receivable
• Payments received
• Invoices sent and upcoming
• Pending/unsigned change orders
• Current contract value by project
• Budget vs. actual costs
• Current projected profitability
• Upcoming project starts and deadlines
• Payroll/timecard issues
• Items requiring owner approval or attention

Qualifications

• Previous construction office, project coordination or construction administration experience strongly preferred
• Experience with construction billing, change orders and job costing
• Strong organizational and follow-up skills
• Comfortable communicating with general contractors, clients and vendors
• Experience with QuickBooks Online preferred
• JobTread experience is a plus but not required
• Comfortable learning new construction-management software
• Strong computer and email skills
• Ability to work independently and take ownership of responsibilities
• Excellent attention to detail

Experience working for a framing contractor, concrete contractor, excavation contractor, general contractor or other construction subcontractor is especially valuable.

What We’re Looking For

We’re looking for someone who doesn’t simply wait to be given tasks.
The right person will keep projects organized, notice when paperwork or billing is missing, follow up on outstanding items and help make sure the financial and administrative side of every project stays on track.
The goal of this position is to allow the owner and field team to concentrate on estimating, operations, clients and construction while the office side of the business remains organized and current.