Office Manager and Administrative Coordinator

Position: Office Manager and Administrative Coordinator

Availability: Immediate

Compensation: Range $62-72k/year

Benefits: Medical, Dental, Vision, Life Insurance, 401k with company match, paid holidays and vacation

About Us: Bent Construction is a growing commercial general contractor in the Jacksonville, FL market. We are licensed in the state of Florida CGC1524472. Most of our projects are positioned between the five surrounding counties.

The company was founded on the principle that we can provide market-leading preconstruction and construction management services to commercial projects of all sizes which may not normally receive such expertise. However, with the flexibility of a small business, we can adapt to our customers’ needs without the limitations of a large company and large-company policies. With our depth of experience in medical, historical restoration, and ground-up construction, we find a niche in mid-size commercial projects ($1M-$10M) where we can provide the most value.

Nearly all of our work is for repeat customers which highlights our dedication to the relationships we build – not only with the customers but also with our subcontractor trade partners.

Please feel free to check out more information at www.bentconstruction.com. Below are additional details about our mission and the position description.

Mission: Through disciplined management, genuine partnership, and unwavering trust, we strive to reshape the landscape of construction management. Our vision is to be a catalyst for growth, empowering businesses to reach new heights while building a legacy of successful collaborations and transformative projects. Our slogan is Built to Serve.

Values: Below is a listing of our core values

§ Extreme ownership – regardless of the circumstance, we own the responsibility to manage and solve problems.

§ Integrity – develop trust with our clients and subcontractors through transparency.

§ Humility – maintain a balanced confidence in the execution of work and relationships.

§ Be accountable – do what you say you are going to do.

§ Create value for our clients.

§ Develop meaningful relationships with our clients and subcontractor partners.

§ We are intrepid – we approach projects with fearlessness, dedication, and endurance.

§ We are excellent communicators both internally and externally. This is the foundation for all that we do.

Role Purpose

This role owns office operations, administrative systems, and coordination across teams so project managers and leadership can focus on execution. The position supports the flow of information, people, and processes across the company. It does not own financial decisions or project execution.

Core Responsibilities

1. Office Operations

• Manage day-to-day office functions and organization
• Answer main office number and route calls to appropriate party.
• Maintain digital and physical filing systems
• Coordinate office vendors, supplies, equipment, and services
• Oversee phones, mail, and general office communication
• Keep the office running in a consistent, organized way

2. HR and People Administration

• Coordinate onboarding for new hires, paperwork, access, setup
• Maintain employee files and basic HR records
• Track PTO requests and maintain records
• Assist with benefits coordination and enrollment support
• Support offboarding, documentation, and access removal
• Help maintain org charts, role descriptions, and internal records

3. Project Team Administrative Support

• Act as the administrative support for the project management team
• Help ensure PMs can focus on execution, not admin tasks
• Coordinate document flow between PMs, subs, and consultants
• Assist with permitting admin, document tracking, and submissions
• Help manage drawings, revisions, and distribution
• Coordinate deliveries, inspections, and general logistics as needed

4. Compliance and Documentation

• Track licenses, renewals, and required postings
• Maintain vendor files including W9s, insurance, and compliance docs
• Manage COI requests and insurance tracking
• Ensure documentation is complete and organized across projects and operations

5. Marketing and Company Support

• Order company apparel, branded materials, and promotional items
• Coordinate client gifts and internal recognition items
• Maintain contact lists and assist with basic marketing coordination
• Support outside vendors for marketing or branding needs

6. Systems and Process Coordination

• Admin owner of office systems and software (not IT, but coordination)
• Set up users and coordinate access for new hires
• Document basic admin processes so work is repeatable
• Help improve administrative workflows over time

7. Communication and Coordination

• Route information to the correct person across teams
• Track follow-ups and ensure tasks are not dropped
• Support internal communication so teams stay aligned
• Assist leadership with coordination of priorities and admin tasks

Keys for Success

• Project managers feel supported and spend less time on administrative tasks.
• Information moves cleanly and on time between teams.
• HR and onboarding tasks are handled accurately and on schedule.
• Office operations run smoothly with minimal escalation.
• Leadership is not pulled into avoidable administrative issues.
• Final decisions on purchases are reviewed with leadership.
• Anticipate needs and take initiative for action.

Required Skills and Approach

• Strong organization and follow-through.
• Clear written and verbal communication.
• Comfort operating in a support and coordination role.
• Willingness to work within defined authority and ownership boundaries.
• Attention to detail and consistency.

Pay: $62,000.00 - $72,000.00 per year

Work Location: In person