Office Manager

At Well Done, we don't just build homes — we build experiences. Our work blends craftsmanship, innovation, and a strong team culture. Behind the scenes, our Office Manager keeps everything running smoothly so our clients, subcontractors, and team can focus on what they do best.

We’re looking for a highly organized and dependable Office Manager to join our Costa Mesa office. This role is integral to the company: from welcoming new clients to ensuring billing accuracy and keeping the office running smoothly day‑to‑day. The position requires the ability to operate in a fast‑paced environment, balance multiple projects, and work cross‑functionally across teams.

• Welcome new clients: send emails, set up Builder Trend accounts, and schedule training.
• Build and maintain project budget sheets; schedule internal reviews with leadership.
• Collect deposits and coordinate billing timelines.
• Track invoices and payments for accuracy; keep Builder Trend records and billing folders organized.
• Maintain up‑to‑date subcontractor records (W-9s, insurance, licenses).
• Process payment requests after PM approval of work completion.
• Upload invoices, support bid tracking, and onboard subcontractors into systems.
• Audit subcontractor billing for accuracy.
• Join weekly billing meetings with the VP of Ops.
• Generate invoices in Builder Trend and match against project budgets.
• Pay permit fees as needed.
• Collect, organize, and review expense receipts and markup references.
• Maintain daily office standards (clean workspace, stocked supplies and merchandise, working equipment).
• Manage vendor relationships (water delivery, printer, waste services, etc.).
• Plan and coordinate team events, birthdays, and company calendar.
• Support internal communications (signage, updates, systems).
• Provide general office and team support as needed.
• Assist with onboarding new employees and maintaining personnel files.
• Ensure compliance documentation for subcontractors and employees is complete and current.

• Minimum 2 years of office management or administrative experience within the construction industry.
• Detail‑oriented and organized; able to keep multiple priorities in motion.
• Proactive communicator; follows up without needing reminders.
• High level of integrity; can be counted on to do the right thing.
• Comfortable collaborating with clients, subcontractors, and leadership while working cross‑functionally with multiple departments and stakeholders.
• Enjoys building culture and bringing positive energy to the office.
• Excited to be part of a growing company where your role makes a big impact.

• Builder Trend
• Google Workspace
• Quick Books
• Asana
• Canva
• Excel

• Be part of a collaborative, growth‑minded team.
• Work in a role that's essential to the company's success.
• Opportunities to grow with us as we continue to scale.
• A culture that values thoughtfulness, integrity, and celebrating wins together.

Reporting to: VP of Operations
Department:
Operations
Full Time - In Office (Costa Mesa, CA)
Compensation: $80,000 - $85,000