Office Manager, Memphis

Job Details Job Location
:
Memphis, TN 38118 Office Manager Job Summary

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.

Job Responsibilities Administrative Oversight

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

Employee Management

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

Invoice Management & Billing Support

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

Team Coordination & Communication

Support recruitment, onboarding, and training of administrative staff

Assist with coordinating production meetings

Client & Vendor Communication

Respond to billing inquiries from clients, vendors, and internal teams

Resolve disputes professionally and elevate issues when necessary

Compliance & Safety

Maintain compliance with OSHA standards, building codes, and company policies

Support internal audits & ensure readiness for external inspections

Marketing

Plan, coordinate, and execute company parties, events, and other culture building initiatives

Qualifications

Job Requirements

High school diploma required

Bachelor’s degree in business administration or related field preferred

Formal training or certification in office administration, accounting, or project coordination is a plus

2+ years of administrative or supervisory experience, ideally in a construction-related field

Communication and Interpersonal Skills

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

Technical Proficiency

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Proficient in Google Workspace (Docs, Sheets, Gmail, Calendar, Google Drive)

Experience with project management software is a plus

Strong understanding of invoicing, pay applications and document control processes is a plus

Organizational & Communication Skills

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

With over 15+ years of substantial growth, increased visibility, and expanding opportunity, Apex Building Company is a highly regarded leader in construction services. We pride ourselves on a company culture rooted in trust, integrity, professionalism,…