Office Management & Administrative Operations

• Manage all daily office operations to ensure efficiency and organization.
• Supervise administrative staff, dispatch coordinators, and office assistants.
• Maintain company records, contracts, permits, licenses, and compliance documentation.
• Coordinate communication between office staff, field crews, project managers, and vendors.
• Manage office supplies, equipment, and vendor relationships.
• Develop and maintain administrative procedures and workflows.
• Support ownership and management with operational reporting and administrative needs.
• Assist with preparation of project documentation including contracts, change orders, and purchase orders.
• Maintain organized digital and physical filing systems.

Human Resources Management

• Oversee all HR functions including recruitment, onboarding, training, and employee relations.
• Manage employee files, certifications, licenses, and compliance records.
• Develop and implement company HR policies and procedures.
• Coordinate employee orientations and training programs.
• Assist supervisors with employee performance management and disciplinary processes.
• Maintain compliance with:
  • Federal and California labor laws
  • OSHA regulations
  • Construction industry employment regulations
• Manage benefits administration including:
  • Health insurance
  • 401(k)
  • PTO programs
  • Open enrollment
• Coordinate unemployment claims, employee disputes, and HR investigations.
• Ensure HR compliance documentation and reporting are up to date.

HR managers in construction companies also coordinate workforce planning and ensure compliance with safety regulations and labor requirements due to the industry's project-based workforce.

Payroll, Accounting & Financial Coordination

• Coordinate payroll processing for office staff and field employees.
• Track employee hours, overtime, and job allocations.
• Work with accounting to manage:
  • Accounts payable
  • Accounts receivable
  • Job cost tracking
• Review financial reports and assist leadership with budgeting.
• Manage subcontractor documentation including:
  • W-9s
  • Certificates of Insurance
  • Subcontract agreements.
• Assist with preparation of reports for CPA, tax filings, and audits.

Construction / Paving Operations Support

• Assist project managers with administrative support for paving projects.
• Maintain job documentation including:
  • Subcontracts
  • Change orders
  • Job files
  • Insurance certificates
• Track permits, inspections, and regulatory filings.
• Coordinate subcontractor documentation and vendor compliance.

Safety & Compliance

• Support company safety programs and maintain OSHA documentation.
• Track safety training records and certifications.
• Assist with workers' compensation claims and accident reporting.
• Maintain required regulatory records for insurance and safety audits.
• Monitor changes to labor laws and HR regulations to ensure compliance.

Leadership & Strategic Support

• Serve as a key liaison between company leadership and employees.
• Assist ownership with operational improvements and policy implementation.
• Develop and improve internal systems for HR and administrative efficiency.
• Support company growth initiatives including hiring and workforce planning.
• Provide administrative leadership and promote a positive workplace culture.

Required Qualifications

Education

• Bachelor's Degree in Business Administration, Human Resources, Construction Management, or related field preferred
• Equivalent experience in construction administration or HR may be considered.

Experience

• 5+ years of office management or HR experience.
• Experience in construction, paving, or contractor environment strongly preferred.
• Experience managing HR compliance and employee relations.

Skills

• Strong knowledge of California labor laws.
• Knowledge of construction industry documentation.
• Payroll and HR systems experience.
• Proficiency in:
  • Microsoft Office
  • Excel
  • Accounting software (QuickBooks)
• Strong leadership, organizational, and communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• PHR or SHRM certification
• Bilingual English/Spanish
• Experience with construction project administration
• Experience managing employees