Office Manager (Construction) — Remote

Office Manager (Construction) — Remote (Preparer-Only)

About Fox Construction

Fox Construction is a custom home builder in Santa Rosa Beach, FL. We build high-quality coastal homes and run a tight, well-documented back office. We’re adding a Remote Office Manager to keep our paperwork, bids, and job-cost records crisp and timely.

Role Summary

You’ll be the operations hub for documents, bids, cost codes, draw packets, and AP intake. This is a preparer-only role (no payment release or bank movement) working alongside our offshore Bookkeeper and a US-based Fractional Controller. There will be calling of US-based utility companies, permit office, subcontractors, and vendors.

Type: Full-time, remote
Schedule: 8:00am–4:30pm US Central (30-minute lunch break)
Reports to: Owner; dotted line to Fractional Controller

Responsibilities (minimum scope)

AP Intake & Coding Support

Data input of coded invoices into QuickBooks (preparer role; no payment release)

Maintain accurate records; create, maintain, and organize digital files to naming standards

Create new cost codes in QuickBooks as needed (per Controller policy)

Route invoices for scope approval and attach W-9/COI where required

Change Orders & Job Costing

Change order & Purchase Order creation and documentation directly inside BuilderTrend

Weekly client update emails using BuilderTrend communication tools

Monthly review of job cost activity in BuilderTrend to ensure consistent and proper coding; flag variances

Bids & Procurement

Bid preparation (set up vendor lists, due dates, and follow-ups)


Email plans/specs for bids; send follow-up emails; track responses and addenda

Enter, track, and organize bid responses inside BuilderTrend

Draws & RFPs

Assist in preparation of loan draws (gather invoices, lien waivers, photos, reports)

Assemble draw packets inside BuilderTrend; ensure all required docs/photos are uploaded before deadlines

Request for Payment processing with subs/suppliers (collect docs; route for approval)

Compliance & Year-End

Preparation of annual 1099s (pull vendor data, verify W-9s; Controller approves)

Maintain insurance/COI expirations and vendor master documents

Reconciliations (support)

Assist bookkeeper with reconcile credit card and bank statements as a draft/preparer function; Controller approves final bank recs

Clear receipts in expense tools; chase missing docs

General Admin

Manage shared inboxes, checklists, calendars, and simple templates

Other office-related requests as required

Control note: This role is set up with preparer-only permissions (no bank portal access, no payment release, no ability to change vendor bank info).

Required Qualifications

Software:

BuilderTrend (4+ years of hands-on, independent use is mandatory). You must be fully confident in creating and managing change orders, purchase orders, bids, draws, schedules, daily logs, and client communication within BuilderTrend.

QuickBooks, Excel, Word, Outlook

Adaptive Finance (training available)

Experience:

4+ years BuilderTrend (non-negotiable)

4+ years clerical/office experience

Construction experience is a must (job costing, bids, COs)

Skills:

Works independently with minimal supervision

Detail-driven, with strong written email etiquette

Organized digital filing and records management

Compliance:

Must pass background check and drug screen

Nice-to-Have

BuilderTrend advanced features (RFIs, selections, cost code libraries, financial reporting)

AP/bill-pay platforms (BILL, Melio, Plooto) and expense tools (Ramp/BILL Spend)

Basic understanding of lien waivers/retainage and 1099 reporting

KPIs (first 90 days)

All bills in system within 2 business days of receipt; 0 duplicate invoices

Cost codes accurate; COs attached before posting spend

Bid packages launched within 24 hours of request; follow-ups on schedule

Draw packets submitted by agreed deadline with complete documentation inside BuilderTrend

Receipts compliance >98%; draft bank/CC recs ready by Close Day 5

Compensation & Benefits

Compensation: DOE (market-competitive)

Paid work sample for finalists

8 paid U.S. holidays after the first 90 days of employment

1 week of paid vacation after 6 months of employment

How to Apply


Email ----------
with:

Resume

Short note on your construction experience

A 2–3 minute Loom walking through how you’ve used BuilderTrend to manage change orders, draws, or bid logs

Confirmation schedule is acceptable