Job Description

Job Description

Job Description

Ella Lee Homes

Office manager

Pay:

• $80K - 90K

Paid off:

• 21 Total paid of days, break down below:
• 6 chosen holidays
• 12 days per year
• 3 sick days

Shift and schedule:

• Summer / winter – 8:00-16:00
• Monday to Friday

Overview:

Provides critical administrative support for the Company’s construction projects by

managing documentation, contracts, takeoffs, subcontractors files, purchasing, and

communication in accordance with company policies and procedures. This role ensures

the smooth and efficient execution of construction projects from start to finish.Minimum Requirements:

• A minimum of 8 years of office experience
• Ability to juggle multiple projects and keep each on schedule, ensuring that all deadlines are met
• Ability to communicate well with all levels of employees within the company
• Must be flexible and enjoy working with a diverse group in a fast-paced environment
• Oral and written communication skills
• Critical thinking and problem-solving skills
• Reliability, dependability, and flexibility
• Organization skills
• Strong attention to detail
• Knowledge of general accounting practices and functions
• Knowledge in using google cloud
• Must be proactive, aggressive, and capable of working independently in a fast-paced environment

Preferred Requirements:

• Knowledge with construction permit issuing (demo, building, dust)
• Knowledge in Buildertrend is preferred
• Construction experience is preferred.
• Experience with accounting is preferred.

Responsibilities:

1.Administrative

• Subcontractors / vendors Management and Audit – Obtain and track subcontractors insurance, W-9 forms, lien releases, licenses, new subcontracts setup files via DocuSign, and other necessary documentation from vendors and contractors, ensuring compliance with relevant codes and regulatory agencies.
• (subs / vendors) Develop and distribute communication memos, schedule appointments, and provide information to internal and external personals, including customers and vendors.
• Print and log office information and updates for projects
• obtain signatures (subs / clients) on any files needed
• Email Weekley projects updates to the clients
• Update company information or renew as needed (license, address, TPT, etc.)
• office supply’s orders
• Maintain and update Dust control log
• Warranty management and scheduling
• Submit homes for structural warranty through the insurance hub
• Projects folders Audit to make sure we got all the files needed
• Prepare and print info for weekly company meetings
• Maintain accurate documentation of all construction activities, including change orders, and RFIs. job sites folder and Buildertrend
• help project manager maintain update physical job site folder such as: All inspections / Permits / Reports / To-dos / Specs (fixtures / appliances / fireplace etc.) / Windows / Doors R.O
• Schedule and update Construction meetings.
• Prepare and submit project close out documentation.
• Confirm inspections were called with the project manager / city

2.Set up new projects as they approved.

• Send job information / plans / design package to chosen subs and confirm they receive it
• Set up, maintain, and audit project in cloud and filing system
• Meet with homeowner and contractor / project manager to go over plans and design to make sure to log any updates.
• Redline plans and design package per updates / changes / specs / scopes / details etc.
• Send project manager any changes that had been made with the owner
• Create physical job site folder for new folder including all the items showing in the “new folder table of content template”
• Confirm lot conditions and utilities (note provider such as APS, SRP, SWgas etc.)
• Submit utilities applications and follow-ups (connection / disconnect) and schedule

3.Purchasing and billing

• Create and update bid packages from vendors
• Collect all invoices Weekley from all vendors and send to PM for payment approvals
• Create bills / change orders and Update Purchase orders in the system (owner and subs to approve PO and CO)
• Create draw requests / invoices to clients / lenders and send to clients
• takeoffs (we are using square takeoffs)
• Confirm materials selections (SKU codes), and log owner’s approvals
• Generate purchasing and delivery dates reports and project status, providing management with regular updates.
• ON-SITE - Job site materials deliveries count and confirmations (tiles, fixtures etc.)
• (purchasing items examples - Tiles, Slabs, Floorings (wood / carpets), Cabinets, Light fixtures (including rough for specific lights), plumbing fixtures (including rough ins), Windows, Doors and hardware, Baseboards, Front door, Home Depot materials (floor covering, brackets etc.)

4.Buildertrend management

• Update all relevant documents to Buildertrend
• Upload all relevant photos to Buildertrend
• Bids / PO / Bills / CO / Invoices / Draws / RFI
• job info update
• updating schedule at company meetings and log notes in system
• update schedule based project manager (for example material drop-offs)
• follow up on to-does and schedule items that were completed, and if not remind project manager to complete them
• subcontracts certs

Please note, this job description is not designed to contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Company Description

At Ella Lee Homes, we specialize in designing and building high-quality custom homes for families in Arcadia, Paradise Valley, and Scottsdale. Each home we create is a reflection of your unique needs, tastes, and lifestyle, ensuring a space that is truly yours.

Our process is grounded in innovation and trust. By utilizing cutting-edge software systems and maintaining a collaborative approach, we deliver an exceptional experience that stays within your budget. From the initial design to the final walkthrough, we craft spaces that you’ll love coming home to—all while maintaining total transparency, adhering to timelines, and upholding our commitment to healthy, sustainable building practices.

We don’t just build homes; we build lifestyles. Let us bring your vision to life!

Company Description

At Ella Lee Homes, we specialize in designing and building high-quality custom homes for families in Arcadia, Paradise Valley, and Scottsdale. Each home we create is a reflection of your unique needs, tastes, and lifestyle, ensuring a space that is truly yours.\r\n\r\nOur process is grounded in innovation and trust. By utilizing cutting-edge software systems and maintaining a collaborative approach, we deliver an exceptional experience that stays within your budget. From the initial design to the final walkthrough, we craft spaces that you’ll love coming home to—all while maintaining total transparency, adhering to timelines, and upholding our commitment to healthy, sustainable building practices.\r\n\r\nWe don’t just build homes; we build lifestyles. Let us bring your vision to life!

Job Tags

For contractors, For subcontractor, Summer work, Work at office, Flexible hours, Shift work, Monday to Friday,

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