Office Administrator / Accounting Specialist - Construction Company

Company Profile: 

At Vellum Design Build, we are setting a new standard for residential and commercial architecture and construction on California’s Central Coast. Our integrated design-build approach ensures a seamless transition from concept to completion, with a strong emphasis on efficiency, precision and quality. As a single point of responsibility, we deliver projects that align design intent, budget and timeline at every stage. 

Job Summary:

Reporting to the Owner, the Office Administrator will be the backbone of company’s operations, with oversight of its administrative capabilities and management of all communications, documentation, compliance and daily support for leadership and the Project Managers. 

Duties / Responsibilities: 

Communication & Documentation:

Answer phones, route inquiries and manage company digital communication and inboxes;

Sort and distribute mail; maintain company calendar; scan, upload, organize and file all documentation in the internal project management system. 

Project Setup & Closeout:

Set up new projects accurately, following approval of proposal;

Verify client job site, financial and contract details, upload required documents, assign the team;

Drive closeout and ensure billing, warranties and documents are complete. 

Accounts Payable / Receivable Support:

Receive, verify, code and route invoices for approval;

Support Bookkeeper by preparing AP and AR;

Issue client invoices and pay applications with backup;

Track and follow-up on outstanding invoices and support reconciliation. 

Compliance, Licenses, Insurance & Permits:

Track company licenses, registrations, insurance policies and project permits; set advance renewal reminders;

Collect and validate subcontractor and vendor COIs, W-9S and licenses and ensure no lapses in coverage or compliance occurs. 

Insurance Audits:

Prepare complete, organized documentation for annual insurance audits (payroll, subcontractor certificates, job costs and financials);

Respond to auditor requests quickly and accurately. 

Vendor Management:

Onboard, verify, update and deactivate vendors;

Maintain complete and consistent records throughout accounting and project systems. 

Facilities & Office Operations:

Oversee offices, warehouses, storage units and yard spaces, including leases, access, control, maintenance, utilities and safety initiatives;

Manage supplies, equipment, technology, shipping, branded materials and break-room provisions; place replacement orders, as needed. 

Company Meetings:

Maintain the master meeting calendar; coordinate recruiting and quarterly meetings;

Schedule reminders, logistics, record notes and follow-up. 

Safety & Human Resources Support:

Maintain safety documentation, “Toolbox Talks,” incident reports and OSHA logs;

Assist with new employee onboarding and maintain HR-related documentation. 

Qualifications:

At least 2 years of office management, administration, or operations experience within a construction, design-build, or other project-based industry, strongly preferred;

Working knowledge of construction-related documentation to include COIs, W-9s, line waivers, permits, licenses, etc., or ability to learn quickly;

AP and AR support experience to include invoice coding, approvals, pay applications and reconciliation;

Proficiency in the MS Office 365 suite, particularly Excel, Word and Teams; industry-related accounting software and project management software (preferred);

Proficiency with QuickBooks Online;

Proficiency in operating office equipment to include PCs, copiers, fax machine and 10-key calculator; 

Exceptional oral and written communication and interpersonal skills; 

Exemplary time management, accuracy, organizational, problem-solving, attention to detail, multi-tasking, critical thinking and follow-through skills; 

Ability to manage multiple deadlines and priorities independently;

Ability to work effectively alone and within a collaborative team environment.   

Compensation:

$28.00 - $35.00 per hour DOE, for this full-time, non-exempt position. 

Benefits:

Health insurance coverage for employee; 

40 hours of annual paid time off during 1st year of employment on an accrual basis; increasing to 80 hours in 2nd – 4th years and 120 hours in year 5 and thereafter;

40 hours of paid sick time annually allotted in a lump sum on start/anniversary date);

9 paid public holidays annually. 

Working Hours:

8:00AM – 5:00PM Monday - Friday  

Location:

San Luis Obispo, CA – onsite position