Office Manager

ROLES & RESPONSIBILITIES

Part-Time Office Assistant

Construction & Project Management Support

1. Position Overview

The Part-Time Office Assistant plays a vital support role within the project and construction management team. Working 3 to 4 days per week, this individual is responsible for keeping financial records organized, maintaining smooth day-to-day office operations, and providing hands-on administrative support to the Construction Manager.

Position Title

Part-Time Office Assistant

Schedule

3–4 Days per Week (schedule to be determined with supervisor)

Reports To

Project Manager / Construction Manager

Department

Operations / Project Administration

2. Key Priorities at a Glance

Priority

Area

Summary

1 — High

Receipt & Document Organization

Capture, code, and file all project-related receipts and invoices in real time

2 — High

Administrative Support

Manage day-to-day office operations, correspondence, and scheduling

3 — Medium

Construction Manager Assistance

Provide on-demand support to the CM for coordination, tracking, and reporting tasks

3. Receipt & Document Organization (Priority 1)

Accurate and timely receipt management is the single most important function of this role. All project expenses must be captured, coded, and filed on the same day they are received to ensure budget tracking remains current and audit-ready.

Task

Details / Frequency

Collect and log all project receipts and invoices

Daily / as received

Code receipts to correct project, cost code, or budget line

Per receipt

Scan, name, and file digital copies in organized folder structure

Same day

Maintain physical receipt binders by project

Weekly

Reconcile receipts against credit card/bank statements

Weekly / Monthly

Flag missing, duplicate, or uncoded receipts to supervisor

As identified

Prepare receipt summary reports for each active project

Monthly / per request

Liaise with vendors for missing invoices or documentation

As needed

Filing Structure Guidelines

• Create one top-level folder per active project, named with the project number and name
• Sub-folders: Receipts, Invoices, Purchase Orders, Contracts, Permits
• File naming convention: YYYY-MM-DD_Vendor_Description_Amount
• Maintain a master receipt log spreadsheet updated in real time

4. Administrative Duties (Priority 2)

The office assistant is expected to keep the office running efficiently during their working days. This includes managing communications, maintaining records, and supporting the broader team with day-to-day operational needs.

Task

Details / Frequency

Manage incoming and outgoing correspondence (email, mail, phone)

Daily

Maintain and update filing systems (physical and digital)

Ongoing

Schedule and coordinate meetings, site visits, and appointments

As needed

Order and track office supplies and consumables

Weekly / as needed

Prepare documents, reports, and presentations as directed

Per request

Maintain contact lists: subcontractors, vendors, clients

Ongoing

Process and submit expense reports

Weekly / Monthly

Assist with onboarding paperwork for new subcontractors

As needed

Maintain confidentiality of all project and company information

Always

5. Construction Manager Support (Priority 3)

As capacity allows, the office assistant will take on minor construction management support tasks delegated by the Construction Manager. These tasks do not require a construction license or certification but require accuracy, follow-through, and familiarity with project documentation.

Task

Details / Frequency

Track and log RFIs (Requests for Information) and submittals

As issued

Maintain and distribute project schedule updates

Weekly

Assist with preparation of meeting agendas and minutes

Per meeting

Follow up with subcontractors on outstanding deliverables

Weekly

Maintain project punch list and closeout document logs

Ongoing

Support permit application and inspection scheduling processes

As needed

Compile and distribute daily/weekly progress reports

Per request

Assist in sourcing material quotes and vendor comparisons

As needed

6. Skills & Qualifications

Required

Preferred / Beneficial

Proficiency in Microsoft Office (Word, Excel, Outlook)

Experience in construction or trades environment

Strong organizational and time management skills

Familiarity with construction management software (Procore, Buildertrend, etc.)

Attention to detail with numerical data and records

Basic understanding of construction terminology

Clear written and verbal communication

Experience with QuickBooks or job-costing software

Ability to work independently with minimal supervision

Notary Public certification (asset)

7. Performance ExpectationsDaily

• All receipts received are logged and filed before end of working day
• Email and voicemail checked and actioned at start and end of each shift
• Pending items communicated to supervisor before leaving

Weekly

• Receipt reconciliation completed and discrepancies flagged
• Filing system reviewed and maintained — no backlog of unfiled documents
• Subcontractor follow-ups completed as assigned by the Construction Manager

Monthly

• Project receipt summary reports prepared and submitted
• Office supply inventory checked and restocked as needed
• Brief check-in with supervisor to review workload, priorities, and feedback

Pay: $20.00 - $30.00 per hour

Benefits:

• Flexible schedule

Work Location: In person