Office Manager / Construction Company

Office Manager (Spanish-Speaking, NYS Notary Required)

Full-Time | On-Site | Brooklyn, NY

About the Role

We are seeking a highly organized and proactive Office Manager to support daily operations, streamline administrative workflows, and coordinate purchasing activities for our fast-paced construction and millwork environment. The ideal candidate is detail-oriented, resourceful, fluent in Spanish and English, and holds an active New York State Notary Public certification.

This role is integral to keeping our office running smoothly—supporting field teams, project managers, vendors, and clients.

Key Responsibilities

• Oversee day-to-day office operations, ensuring an efficient and professional workplace environment.
• Manage phones, email correspondence, scheduling, and general administrative support.
• Prepare, organize, and maintain digital and physical filing systems (contracts, permits, vendor documents, insurance, etc.).
• Assist with onboarding new employees and maintaining employee records.
• Coordinate courier services, mail distribution, and office supply inventory.

Purchasing & Vendor Coordination

• Manage product and material purchasing across multiple construction and millwork projects.
• Source vendors, request quotes, and negotiate pricing to ensure cost efficiency.
• Track orders, lead times, deliveries, and backorders, ensuring timely fulfillment.
• Maintain accurate purchasing logs, receipts, and procurement records.
• Work closely with project managers to verify specifications and ensure materials align with project requirements.

Project & Operations Support

• Assist with preparing proposals, submittals, change orders, and job-site documentation.
• Support scheduling of inspections, subcontractors, and deliveries as needed.
• Coordinate communication between English-speaking management and Spanish-speaking field crews when necessary.
• Prepare weekly reports and administrative summaries for leadership.

Notary Responsibilities

• Provide notary services for company documents, affidavits, lien releases, and project-related paperwork.
• Ensure compliance with New York State notary regulations and documentation procedures.

Required Qualifications

• Fluency in English and Spanish (written and verbal).
• Active New York State Notary Public certification.
• Minimum 3+ years of office management or administrative experience (construction, architecture, or related field preferred).
• Strong proficiency with Google Workspace, Microsoft Office, and basic document management systems.
• Excellent organizational skills with strong attention to detail.
• Ability to multitask and prioritize in a fast-paced environment.
• Strong communication and interpersonal skills.

Preferred Qualifications

• Experience with purchasing or procurement in construction or manufacturing.
• Familiarity with project management platforms (Procore, Asana, Airtable, Monday.com, etc.).
• Ability to read or interpret basic construction documents (a plus but not required).

Compensation & Benefits

• Competitive salary based on experience.
• Paid time off.
• Opportunities for professional development and growth within the company.
• Supportive, team-focused work environment.

How to Apply

Please submit your resume.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• Employee discount
• Paid time off
• Professional development assistance

Education:

• Associate (Preferred)

Experience:

• Office manager: 3 years (Preferred)
• Administrative experience: 3 years (Preferred)

Language:

• Spanish (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person