Office Manager

Office Manager / Operations Coordinator – Construction Company

About OCD Plan & Build Inc.

OCD Plan & Build is a Bay Area–based construction and general contracting company specializing in residential and commercial projects, including remodels, new construction, ADUs, tenant improvements, and structural work. Led by owner Oren Chain, the company is known for its high standards, attention to detail, and hands-on approach. We work closely with clients, subcontractors, architects, and engineers to deliver quality results through clear communication, organization, and efficient project execution. As a growing company, we value motivated team members who want to be part of a fast-paced, detail-driven environment and grow long-term with the business.

Position Overview

We are seeking a highly motivated, organized, and detail-oriented Office Manager / Operations Coordinator with proven construction industry experience, hands-on CRM experience, and the ability to create SOPs and improve workflows. This role works directly with the owner and is critical to streamlining operations, improving efficiency, and keeping projects running smoothly.

This position is ideal for a self-starter who can independently identify problems, build systems, and implement solutions in a fast-paced construction environment.

Key Responsibilities

Administrative & Financial

• Collect payments from clients and follow up on outstanding balances

• Pay invoices, track expenses, and maintain accurate records

• Perform basic bookkeeping and QuickBooks entries

• Maintain organized digital files using Google Drive

Project & Schedule Coordination

• Manage Oren's calendar for new and ongoing construction projects

• Assist in creating and maintaining project schedules for clients

• Coordinate with subcontractors, vendors, engineers, and architects

• Track project progress, deadlines, and deliverables

Communication & Problem Solving

• Serve as a primary point of contact between the owner, clients, and subcontractors

• Communicate clearly via phone, email, and WhatsApp

• Proactively identify issues and resolve routine matters independently

• Escalate major decisions or risks to the owner as needed

• Remain calm, professional, and organized under pressure

Operations & Workflow Improvement

• Create, document, and maintain Standard Operating Procedures (SOPs)

• Identify inefficiencies and gaps in current processes

• Design and implement workflow improvements to increase efficiency and accuracy

• Continuously refine systems as the company grows

Must-Have Qualifications (Required)

• 2+ years of experience in construction office management or operations

• 2+ years of hands-on CRM experience in a construction or contracting environment

• Demonstrated experience creating SOPs and improving workflows

• Strong organizational skills with exceptional attention to detail

• Proven self-starter capable of working independently

• Comfortable working directly with a business owner

• Excellent communication, follow-up, and prioritization skills

• Tech-savvy, resourceful, and systems-oriented

• Available for calls between 9:00 AM – 5:00 PM

• Legally authorized to work in the U.S.

Nice-to-Have Qualifications

• GreenHalo experience

• Advanced QuickBooks experience

• Bilingual (a plus)

• HR or people-management exposure

• Experience scaling operations in a small construction business

Software & Tools

• CRM systems (required)

• WhatsApp

• Google Drive

• QuickBooks (basic knowledge required)

• GreenHalo (preferred)

Work Style & Culture Fit

• Organized, proactive, and dependable

• Flexible and able to pivot in a fast-paced environment

• Strong problem solver with a systems mindset

• Independent yet collaborative

• Values trust, discretion, and confidentiality

• Seeking a long-term role with growth potential

What Success Looks Like in This Role

• SOPs are clearly documented and consistently followed

• Workflows are streamlined, reducing delays and errors

• Projects, schedules, and records are accurate and up to date

• Payments are collected and invoices are paid on time

• Subcontractors and clients receive timely, clear communication

• The owner can focus on growth because operations run smoothly

Schedule & Work Environment

• Employment Type: Full-time (W-2 after trial period)

• Work Style: Virtual office / remote meetings

• Schedule: Very flexible; workload managed based on priority

• Meetings: Online and remote; occasional in-person training if needed

Training & Onboarding

• Month 1: Trial period

• First 3 Days:

• 2 hours per day working directly with Oren

• Training on company goals, CRM, and active projects

• First 3 Months: Probation period with continued training

• Training available remotely or in person

Compensation

• Month 1 (Trial): $5,000

• After 3 Months: +$1,000 increase

• W-2 position

How to Apply

Please submit your resume along with a brief note describing your construction experience, CRM systems used, and examples of SOPs or workflow improvements you've implemented.

Job Type: Full-time

Pay: From $5,000.00 per month

Work Location: Hybrid remote in Emeryville, CA 94608