Office Manager, Memphis

APEX BUILDING COMPANY LLC • Memphis, TN

6h • Onsite

About The Position

Apex Building Company, LLC is seeking a highly organized and proactive Office Manager to oversee the day-to-day administrative operations of our construction business. The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of a construction company’s administrative functions. This position serves as the central hub for coordinating office activities, supporting project teams, and maintaining compliance with internal procedures and external regulations. The Office Manager oversees day-to-day administrative tasks including invoice processing, subcontractor coordination, document control, onboarding new hires, employee terminations, and office supply management. They are responsible for maintaining accurate records, managing schedules, and facilitating communication between field crews, vendors, and clients. By streamlining workflows and ensuring timely execution of administrative duties, the Office Manager helps drive project success and uphold the company’s standards of professionalism and accountability. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment. The ideal candidate is proactive, resourceful, and committed to supporting both operational efficiency and team collaboration.

Requirements

• High school diploma required
• 2+ years of administrative or supervisory experience, ideally in a construction-related field
• Strong verbal and written communication skills for client updates, team coordination, and reporting
• Ability to lead field crews and subcontractors with professionalism and clarity
• Skilled in conflict resolution and proactive problem solving
• Ability to foster a professional, efficient and collaborative office environment
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Proficient in Google Workspace (Docs, Sheets, Gmail, Calendar, Google Drive)
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills for interacting with clients, vendors, and internal teams
• Ability to manage confidentiality and handle sensitive information with discretion

Nice To Haves

• Bachelor’s degree in business administration of related field preferred
• Formal training or certification in office administration, accounting, or project coordination is a plus
• Experience with project management software is a plus
• Strong understanding of invoicing, pay applications and document control processes is a plus

Responsibilities

• Manage daily office operations such as filing, scheduling, and correspondence
• Maintain accurate records for employees, projects, vendors, and subcontractors
• Oversee document control for contracts, insurance certifications and compliance documents
• Order and manage inventory of office supplies and equipment
• Coordinate with IT and HR for office support services
• Maintain a clean, organized, and professional office environment
• Maintain digital and physical records for all employees
• Assist with onboarding and offboarding employees
• Assist with E-Verify for new hires
• Assist managers with completing employee disciplinary forms
• Prepare and issue accurate invoices for completed work, materials, and subcontractor services, monthly
• Verify billing details against contract, purchase orders, and work logs
• Track invoice status and follow up on outstanding payments
• Identify and resolve discrepancies in billing, payments, or deductions
• Generate weekly or monthly reports for accounting team
• Submit invoices to Accounts Payable and enter subcontractor pay applications
• Track budgets, job costs, and financial documentation to support project managers
• Assist with lien waivers, change orders, and billing reconciliation
• Ensure billing practices comply with company policies, client agreements, and legal standards
• Assist with audits and provide documentation when needed
• Support recruitment, onboarding, and training of administrative staff
• Assist with coordinating production meetings
• Respond to billing inquiries from clients, vendors, and internal teams
• Resolve disputes professionally and escalate issues when necessary
• Maintain compliance with OSHA standards, building codes, and company policies
• Support internal audits & ensure readiness for external inspections
• Plan, coordinate, and execute company parties, events, and other culture building initiatives

Benefits

• Competitive pay
• Use of company tools and equipment provided for your role
• Paid Time Off
• Paid Holidays
• Comprehensive insurance benefits, including Medical, Dental, Vision, and Supplemental coverage
• Retirement Benefits
• Complete training and industry orientation to help you succeed
• Supportive, family-oriented team that values hard work, professionalism, and camaraderie

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED