Office Manager

Office Manager (Costa Mesa, CA) Reporting to: VP of Operations Department: Operations Full Time - In Office (Costa Mesa, CA) Compensation: $80,000 - $85,000 About Us At Well Done, we don't just build homes -- we build experiences. Our work blends craftsmanship, innovation, and a strong team culture. Behind the scenes, our Office Manager is the heartbeat of our operation -- the person who keeps everything running smoothly so our clients, subcontractors, and team can focus on what they do best. The Role We're looking for a highly organized and dependable Office Manager to join our Costa Mesa office.

This role is integral to the company: from welcoming new clients, to making sure billing is accurate, to keeping the office running smoothly day-to-day. The position requires the ability to operate in a fast-paced environment, balance multiple projects, and work cross-functionally across teams. Responsibilities Client Onboarding & Project Administration Welcome new clients: send emails, set up BuilderTrend accounts, and schedule training. Build and maintain project budget sheets; schedule internal reviews with leadership.

Collect deposits and coordinate billing timelines. Track invoices and payments for accuracy; keep BuilderTrend records and billing folders organized. Subcontractor Coordination Maintain up-to-date subcontractor records (W-9s, insurance, licenses). Process payment requests after PM approval of work completion.

Upload invoices, support bid tracking, and onboard subcontractors into systems. Audit subcontractor billing for accuracy. Billing & Finance Support Join weekly billing meetings with the VP of Ops. Generate invoices in BuilderTrend and match against project budgets.

Pay permit fees as needed. Collect, organize, and review expense receipts and markup references. Office Operations & Internal Admin Maintain daily office standards (clean workspace, stocked supplies and merchandise, working equipment). Manage vendor relationships (water delivery, printer, waste services, etc.).

Plan and coordinate team events, birthdays, and company calendar. Support internal communications (signage, updates, systems). Provide general office and team support as needed. Payroll & HR Support Assist with onboarding new employees and maintaining personnel files.

Ensure compliance documentation for subcontractors and employees is complete and current. Qualifications Detail-oriented and organized; able to keep multiple priorities in motion. Proactive communicator; follows up without needing reminders. High level of integrity; can be counted on to do the right thing.

Comfortable collaborating with clients, subcontractors, and leadership while working cross-functionally with multiple departments and stakeholders. Enjoys building culture and bringing positive energy to the office. Excited to be part of a growing company where your role makes a big impact. Tech Stack BuilderTrend Google Workspace QuickBooks Asana Canva Excel Why Join Well Done?

Be part of a collaborative, growth-minded team. Work in a role that's essential to the company's success. Opportunities to grow with us as we continue to scale. A culture that values thoughtfulness, integrity, and celebrating wins together.