Administrative Office Manager (Construction)

Zero West House, Inc.

Administrative Office Manager (Construction)

Location: Newport Beach, CA (on-site; Orange County area, final office location pending)

Be the operational backbone of a high-end design-build firm.

Zero West House, Inc. is an elevated residential design-build company in coastal Orange County. We've been owner-led through spec builds and are now expanding into a client-facing design-build business, meaning strong administration, clean books, and organized procurement are essential. If you're the kind of person who loves keeping the business buttoned-up, AP/AR, job costing support, systems, and follow-through, this role is built for you.

We're a growing residential design-build company focused on high-quality, design-centered custom homes. Now we're building the internal foundation to scale: construction bookkeeping, job-level organization, and office systems that support premium clients and clean operations. This is an opportunity to join early, become a trusted operator, and help shape how the business runs.

This position combines office management, construction bookkeeping, and project/admin coordination. You'll keep the back office organized, support purchasing/procurement workflows, and help maintain accurate financial records using tools like QuickBooks Online (QBO) and JobTread (or similar construction software). You'll work closely with ownership and help create the structure that supports growth.

Responsibilities

Bookkeeping/Finance Support

• Manage Accounts Payable and Accounts Receivable (vendor bills, client invoices, follow-up)
• Maintain accurate entries in QuickBooks Online, keeping transactions organized and properly coded
• Support job costing basics (cost tracking by project, documentation, vendor organization)
• Reconcile bank/credit card accounts and maintain clean records

JobTread/Project Admin

• Support admin tasks in JobTread (or similar), including organization of project info and documentation
• Maintain clear digital filing and simple trackers (Google Drive, Excel/Sheets)

Procurement + Shipping/Receiving Coordination

• Help coordinate ordering and procurement workflows (materials, finishes, vendor communication)
• Track shipments and assist with verifying orders are correct and routed to the right project/team member
• Communicate with vendors to resolve missing/damaged items and keep projects moving

Office Operations

• Manage day-to-day administrative needs: inbox organization, document handling, follow-up, and task tracking
• Keep communications polished and professional to match a high-end client experience

Office Operations

• Develop SOPs in conjuncion with roles that are developing in the company
• Assist with definining job descriptions and scope of work
• Assist with creating and monitoring KPIs for crew and leadership staff

Qualifications

• 2 or more years in an administrative and/or bookkeeping role (construction/trades experience strongly preferred)
• QuickBooks Online (QBO) experience required
• JobTread experience is a big plus (Buildertrend/CoConstruct/Procore or similar also helpful)
• Comfortable with Excel/Google Sheets and Google Workspace (Drive, Docs, Gmail)
• Organized, reliable, detail-oriented, and proactive, someone who closes loops without being chased
• Strong communication skills; professional, calm demeanor
• Culture fit matters: We value accountability, humility, and a proactive mindset.

Pay, Schedule, and Work Conditions

• Job Type: Full-time, Hourly (Non-Exempt)
• Pay Range: $30-$36 per hour (pay within this range will be based on experience, skills, and job-related qualifications)
• On-site role in the Newport Beach/OC area (office location is being finalized)
• Benefits such as health coverage, paid time off, and professional development support may be offered, depending on role and eligibility.

Zero West House, Inc. is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy), gender identity/expression, sexual orientation, national origin, ancestry, age, disability, medical condition, genetic information, marital status, military/veteran status, or any other status protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with applicable California and local Fair Chance laws. Background checks (if conducted) will be job-related and consistent with applicable law. Reasonable accommodations are available for qualified individuals with disabilities.