Office Manager

Detail Construction & Design is a full-service design & build contracting firm, delivering complex, detail oriented projects throughout Southern Arizona. Our core competencies include design, drafting, fully custom residential remodeling, residential new construction and Commercial TIs.

Our foundation is built on industry expertise, focusing on detailed, design forward projects, driven by a leadership team with decades of combined experience. We are committed to excellence and innovation in every project we undertake.

Position Summary:

Are you passionate about creating order, improving processes, and making operations run like clockwork? We're looking for a dynamic Office Manager who will own office operations and help us continuously improve how we work. This is a role for someone who thrives on efficiency, problem-solving, and innovation and not just checking boxes.

We need someone who is comfortable with gray areas as not all processes are built yet. Someone who will take initiative in spotting gaps, finding solutions, and helping us evolve. If you're proactive, resourceful, and ready to make an impact, this is the opportunity for you.

Position:

The position is full time with option for hybrid. Must be in the office Wednesdays and Fridays, 8am-5pm. Some weeks may require additional office days.

Core Responsibilities

• Accounting support: Managing A/R and A/P, Monthly reconciliation and state tax filing, assisting with end of year tax preparation, bi-weekly payroll and assisting with quarterly financial reviews.
• Bidding and Procurement support: Assisting with project estimating and scheduling and collecting bid documents to sub contractors. Assisting with ordering for projects.
• Expense Management: Manage credit card receipts, organizing purchasing.
• Office Operations: Oversee day-to-day office functions, including file management, supply inventory, and ordering office supplies.
• Subcontractor Admin Management: Maintain subcontractor agreements, lien waivers, W9s and certificates of insurance.
• Administrative Support: Answer and direct calls, manage voicemails, manage emails, sort and distribute mail, and handle business card orders.
• Meeting & Event Coordination: Set up and stock conference rooms, schedule meetings, and assist with meeting preparation, including minutes and materials.
• Employee Engagement: Coordinate birthday cards, anniversary gifts, and other recognition items.

Requirements:

• Minimum 3+ years in office administration or operations management.
• Process Building Expertise: Proven experience in designing and optimizing workflows to drive efficiency and improvement.
• Problem Solver & Innovator: You proactively identify gaps and take ownership in closing them. Driven by efficiency and continuous improvement, you bring creative solutions to the table.
• Strong Communicator: Excellent verbal and written communication skills for coordinating meetings, handling correspondence, and supporting leadership.
• Organized & Detail-Oriented: Able to manage multiple priorities without dropping the ball.
• Tech-Savvy: Proficient with office software and tools (Microsoft 365, Houzz Pro, Blue Beam, Quickbooks Online)
• Professional Presence: Confident in setting up meetings, preparing conference rooms, and supporting meetings with tasks like taking minutes or organizing materials.
• Notary Public: Must be a notary public or eligible to obtain a notary license and maintain license.

Job Type: Full-time

Pay: $52, $65,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Tucson, AZ 85704