XB CONSTRUCTION

Office Manager

Position at a Glance

Position Summary

XB Construction is seeking a detail-oriented Office Manager to run day-to-day administrative and office operations and serve as the central point of coordination between the office, project teams, and field staff. This role keeps the business organized — managing vendor and subcontractor paperwork, supporting invoicing and payroll coordination, and ensuring project documentation and compliance records stay current.

Key Responsibilities

Office & Administrative Operations

•   Manage daily office operations, supplies, and facilities upkeep

•   Answer phones, greet visitors, and manage incoming/outgoing mail and deliveries

•   Coordinate scheduling for meetings, site visits, and company events

Financial & Vendor Support

•   Process and track invoices, purchase orders, and expense reports

•   Liaise with accounting/bookkeeping within Quickbooks and support payroll processing coordination

•   Order and track materials and office equipment

HR & Personnel Support

•   Maintain personnel records and timesheets, track PTO

•   Assist with onboarding paperwork for new hires

Project & Field Coordination

•   Support project managers and field teams with scheduling, documentation, and correspondence

•   Coordinate subcontractor and vendor paperwork — insurance certificates, contracts, W-9s

Compliance & Documentation

•   Organize and maintain project files, permits, and compliance records

•   Ensure office compliance with safety and company policy requirements

Qualifications

Compensation & Benefits