Construction Office Manager - Halethorpe, MD

NATIONS ROOF LLC•Arbutus, MD

6d•$70,000 - $90,000•Onsite

About The Position

Nations Roof is seeking an Office Manager to support and strengthen their operational foundation. This role is key to maintaining efficiency, accuracy, and compliance across construction and administrative functions. The Office Manager will play an integral part in the day-to-day operations of the construction office, requiring someone proactive and comfortable managing multiple administrative and project-related responsibilities independently. This is a collaborative role focused on execution and coordination, ideal for someone who enjoys being involved in all aspects of operations and is eager to contribute directly to the success of the team. The company is a national partner with local expertise, serving clients in all 50 states and delivering full-lifecycle roofing solutions.

Requirements

Minimum 3–5 years of experience in construction office administration or project coordination.
Strong administrative understanding of construction processes, permitting, and documentation requirements.
Proficiency in Microsoft Office Suite and accounting/project management software (e.g., Viewpoint, Sage, Foundation, or similar).
Excellent organizational, multitasking, and communication skills.
High attention to detail and accuracy in documentation and reporting.
Ability to manage multiple priorities and work effectively with cross-functional teams.
Self-motivated and capable of working independently in a fast-paced environment.
All candidates must be authorized to work in the United States.

Responsibilities

Schedule meetings, appointments, and coordinate daily office operations.
Partner with HR to update and maintain office policies and employee records.
Manage and update personnel files in compliance with company and state requirements.
Handle employee healthcare and 401(k) enrollment notifications.
Track and manage employee attendance, sick leave, and vacation time.
Process payroll accurately and on schedule.
Serve as the primary point of contact for all office management and employee-related issues.
Participate in candidate screening, interviewing, and onboarding for multiple departments.
Schedule and facilitate new hire orientations.
Assist with project setup, job maintenance, budgets, and change orders.
Communicate with project contacts regarding schedules, documentation, and permit requirements.
Obtain and manage all stages of permits and contractor licenses in various municipalities.
Support managers with contract proposals, purchase orders, and project documentation.
Work closely with project managers, design teams, and consultants to expedite the development process.
Maintain relationships with contractors, consultants, and suppliers.
Update and manage project tracking tools and documentation systems.
Process invoices, accounts payable, accounts receivable, and collections.
Generate and submit customer invoices; prepare monthly billing applications.
Reconcile vendor statements and ensure accurate documentation.
Create and enter purchase orders and record customer payments.
Assist with financial reporting and document control.
Import job setup data into accounting software and maintain vendor/customer records.
Support the organization and digitization of project files.
Maintain centralized project records and company databases.
Prepare and submit commercial permit applications to local and state agencies.
Research jurisdiction-specific permitting requirements to ensure accuracy and compliance.
Support permitting processes from application through final approval.
Handle phone and email communications in a professional manner.
Perform data entry and other clerical tasks as needed.
Cross-train and provide backup support for other administrative roles.
Carry out additional duties as assigned by management.