Office Manager
14 days ago
Chesapeake
Job Description Carlton Building Services is a Hampton Roads–based commercial contractor specializing in build-outs, remodeling, renovations, and repairs of existing commercial spaces. We focus on improving offices, retail, industrial, and healthcare environments with minimal disruption to our clients.Our company is guided by four core values: Professionalism, Healthy Construction, Respecting the Space, and Proactiveness. Everything we do supports our purpose to Build the Future for our clients and our team. Position Summary The Office Manager helps keep the company running smoothly each day. This role supports all departments by handling administrative tasks, bookkeeping support, payroll, HR, and vendor documentation, safety recordkeeping, and maintaining an organized and professional office environment. This person is the central support hub for the field, estimating, project coordination, and leadership teams. The ideal candidate is organized, dependable, detail-oriented, and able to manage several responsibilities at once while staying ahead of deadlines. Key Responsibilities • Maintain a clean, organized, presentation-ready office, • Manage digital and physical filing systems, • Complete daily, weekly, and monthly administrative tasks, • Support leadership with reports, meeting materials, and presentations, • Answer phones and emails professionally and promptly, • Enter weekly AP/AR transactions accurately and support bookkeeping, • Process payroll accurately and on time, • Maintain 100% compliant employee records and onboarding documentation, • Track vendor COIs, W9s, and subcontractor agreements, • Set up new vendors and monitor document expirations, • Keep safety training logs, incident reports, and manuals updated, • Order supplies and anticipate office needs ahead of time, • Organization & Attention to Detail: Keeps records and tasks accurate and up to date, • Communication: Clear, respectful communication with team members and vendors, • Confidentiality: Handles sensitive information appropriately, • Problem-Solving: Identifies solutions and prevents issues early, • Reliability: Meets deadlines and maintains consistent follow-through, • Teamwork: Works well with leadership, estimating, project coordination, and field teams, • Adaptability: Handles shifting priorities smoothly in a busy environment, • 3–5 years of office management, bookkeeping, or administrative experience (construction preferred but not required), • Proficient in QuickBooks, Google Workspace, and payroll systems, • Strong communication, organization, and time-management skills, • Ability to manage confidential information with professionalism, • Professionalism: Communicates clearly and maintains a polished office environment, • Healthy Construction: Supports clean, accurate, and organized systems, • Respecting the Space: Keeps the office tidy and ready for visitors Benefits: • Dental insurance, • Health insurance, • Paid time off, • Vision insurance Work Location: In person