Office Manager

BOAZ CONSTRUCTION LLC•Indianapolis, IN

12d

About The Position

Boaz Construction is seeking an experienced, detail-oriented, and disciplined Office Manager to oversee and streamline operations across both our construction and real estate entities. This role is pivotal in ensuring the smooth and compliant functioning of our business operations. The ideal candidate will be exceptionally organized, proactive, and capable of independently managing critical business functions including reporting, document control, and coordination with financial professionals. This position will support all Boaz Construction and affiliated real estate business entities, with an approximate workload split of 85% construction and 15% real estate. You will be entrusted with ensuring our operational, legal, and financial systems are functioning flawlessly to support leadership and project success.

Requirements

Minimum 3–5 years in office or operations management; construction or real estate experience is a strong plus.
Demonstrated experience working across multiple business entities.
Familiarity with tax coordination, compliance, and working with external bookkeeping or CPA teams.
Strong command of Microsoft Office Suite, Google Suite, Dropbox, and business communications platforms and AI.
Proven ability to manage sensitive information with discretion and integrity.
Experience implementing or managing task tracking systems (e.g., Google Sheets, Procore, Apple Notes,, Excel, App Folio, etc.).

Nice To Haves

construction or real estate experience is a strong plus
experience with JAMF, Dropbox, Excel, Outlook, and task tracking software is a plus

Responsibilities

Maintain and manage all corporate documentation for Boaz Construction and affiliated entities, including Insurance Renewals, Certification Renewals, License Renewals, Entity Renewals, Insurance Audits, WC & GL Classification focused on reducing double billing
Organize and maintain Dropbox folders with consistent, well-structured clear nomenclature conventions for fast access and document traceability.
Memorialize transmittals, track key communications, and organize critical business and tax records.
Coordinate with the CPA and bookkeeper to support tax filing, reporting, and compliance.
Ensure up-to-date COIs, W9s, WC certificates, and all Business Licensing for both Boaz Construction and subcontractors, insurance compliance, audits
Offer suggestions for expense reduction and savings by reviewing consulting expenses, insurance expenses, office expenses
Track and maintain automobile and equipment service records, tracking fuel costs
Manage license plate renewals and insurance coverage for all company vehicles.
Ensure vehicle registrations and equipment records are current and organized.
Manage and track office purchases, supplies, and subscriptions, spearhead additional material supplier vendors for cost savings
Coordinate with vendors and service providers for maintenance, supplies, and repairs.
Collaborate with outsourced bookkeeping services to ensure seamless financial tracking and vendor payment
Oversee office technology systems (e.g., JAMF, printers, software tools).
Identify Unnecessary Expenses and Plug financial leaks
Maintain effective operations and initiate repairs or replacements as needed.
Lead all general office administration, including scheduling, supplies, vendor coordination, and internal communications.
Provide direct support to company leadership with high-level organization and administrative task management.
Prepare materials and agendas for internal meetings, facilitate client meetings at the Boaz HQ, send out invites for company meetings.
Track team-wide deliverables and ensure project-critical communication is documented.
Serve as the primary point of contact for HR communication outlined in the employee handbook.
Execute and support new hire onboarding and ensure secure document collection and storage.
Organize and maintain entity-level documentation for all affiliated real estate companies, including legal entity and organization documents, W-9, Insurance Policies, OA, Articles of organization, Certificate of Organization and all other pertinent entity documents
Schedule and facilitate onsite tours of available tenant space for various affiliated real estate entities.
Serve as the onsite point of contact for all maintenance requests and vendor coordination requiring face to face interaction.
Manage communication and coordination with the property management company to execute face to face facilitation for all 3rd party vendors.
Track and pay bills related to property expenses; send checks as approved by property management.