Office Manager

Office Manager

(Costa Mesa, CA) 

Reporting to: VP of Operations 

Department: Operations 

Full Time - In Office (Costa Mesa, CA) 

Compensation: $80,000 - $85,000

About Us

At Well Done, we don't just build homes -- we build experiences. Our work blends craftsmanship, innovation, and a strong team culture. Behind the scenes, our Office Manager is the heartbeat of our operation -- the person who keeps everything running smoothly so our clients, subcontractors, and team can focus on what they do best.

The Role

We're looking for a highly organized and dependable Office Manager to join our Costa Mesa office. This role is integral to the company: from welcoming new clients, to making sure billing is accurate, to keeping the office running smoothly day-to-day. The position requires the ability to operate in a fast-paced environment, balance multiple projects, and work cross-functionally across teams.

Responsibilities

Client Onboarding & Project Administration

• Welcome new clients: send emails, set up BuilderTrend accounts, and schedule training.
• Build and maintain project budget sheets; schedule internal reviews with leadership.
• Collect deposits and coordinate billing timelines.
• Track invoices and payments for accuracy; keep BuilderTrend records and billing folders organized.

Subcontractor Coordination

• Maintain up-to-date subcontractor records (W-9s, insurance, licenses).
• Process payment requests after PM approval of work completion.
• Upload invoices, support bid tracking, and onboard subcontractors into systems.
• Audit subcontractor billing for accuracy.

Billing & Finance Support

• Join weekly billing meetings with the VP of Ops.
• Generate invoices in BuilderTrend and match against project budgets.
• Pay permit fees as needed.
• Collect, organize, and review expense receipts and markup references.

Office Operations & Internal Admin

• Maintain daily office standards (clean workspace, stocked supplies and merchandise, working equipment).
• Manage vendor relationships (water delivery, printer, waste services, etc.).
• Plan and coordinate team events, birthdays, and company calendar.
• Support internal communications (signage, updates, systems).
• Provide general office and team support as needed.

Payroll & HR Support

• Assist with onboarding new employees and maintaining personnel files.
• Ensure compliance documentation for subcontractors and employees is complete and current.

Qualifications

• Minimum 2 years of office management or administrative experience (required) 
• Detail-oriented and organized; able to keep multiple priorities in motion.
• Proactive communicator; follows up without needing reminders.
• High level of integrity; can be counted on to do the right thing.
• Comfortable collaborating with clients, subcontractors, and leadership while working cross-functionally with multiple departments and stakeholders.
• Enjoys building culture and bringing positive energy to the office.
• Excited to be part of a growing company where your role makes a big impact.

Tech Stack

• BuilderTrend
• Google Workspace
• QuickBooks
• Asana
• Canva
• Excel

Why Join Well Done?

• Be part of a collaborative, growth-minded team.
• Work in a role that's essential to the company's success.
• Opportunities to grow with us as we continue to scale.
• A culture that values thoughtfulness, integrity, and celebrating wins together.