Office Manager

Job Description

Job Description

ELM CONSTRUCTION LLC

Luxury Residential Design-Build

Homewood, Alabama

Office Manager

Who We Are

ELM Construction is a luxury residential design-build remodeling firm serving the greater Birmingham metro - Mountain Brook, Vestavia Hills, Homewood, and Hoover. We don't just renovate homes; we transform them. Our tight-knit team of designers, project managers, and craftspeople takes pride in delivering an exceptional experience from the first phone call to the final walkthrough. We're a small company - intentionally so. That means your work matters, your voice is heard, and you'll never wonder whether you made an impact. If you thrive in an environment where not two days look the same, and you genuinely enjoy being the person who keeps everything running smoothly, keep reading.

The Role

We're looking for an Office Manager who is equal parts detail-oriented operator and people-first professional. You'll be the first face clients see when they walk through our door, the first voice they hear when they call, and the person behind the scenes making sure our team has everything they need to do their best work. This role touches nearly every part of our business - financial operations, project coordination, HR, client communication, office culture, and executive support. You won't be bored. You will be busy. And you'll have the autonomy and trust to own your responsibilities without someone looking over your shoulder. Fair warning: if you need a rigid job description with a perfectly defined lane, this probably isn't the right fit. But if you love variety, take pride in doing things right, and want to be a true contributor to a growing company, we'd love to meet you.

What You'll Do

Financial Operations:

• Approve employee hours in our project management software every week
• Process and send client invoices weekly and follow up on any outstanding balances
• Track and communicate PTO and sick time balances to all team members
• Serve as the day-to-day liaison with our outsourced bookkeeping team
• Record client payments and process remote check deposits
• Handle light bookkeeping tasks for two affiliated companies (ELM Interiors and ELM Properties), including occasional invoicing and credit card reconciliation

KPI & Performance Tracking:

• Track and compile key performance indicators across sales and production
• Monitor CRM activity and help keep our pipeline data clean and current
• Set up and maintain bonus tracking for our production and design teams - team members can earn bonuses based on project timelines and budgets, and you'll own making sure those numbers are accurate
• Assist with cash flow reporting and support our WIP reporting process
• Present relevant data and survey results at our monthly team meetings

Office Administration:

• Be the welcoming first impression for every client and visitor who walks through our door
• Answer and direct incoming calls with professionalism and warmth
• Coordinate incoming packages and deliveries
• Manage day-to-day purchasing for office supplies and kitchen needs using a company card - yes, we keep the kitchen stocked with snacks so you never have to think about it, and that'll be your department
• Track and submit expenses for reconciliation

Lead Qualification & Appointment Setting

• Perform initial lead qualification on incoming calls using an established outline
• Ask the right questions to assess whether a project is a good fit for ELM Construction
• Set first appointments for qualified prospects with the appropriate team member
• Professionally and warmly redirect inquiries that aren't the right fit
  

Project Support

• Assist with keeping project schedules updated in our project management software
• Coordinate with project managers and designers to gather schedule updates
• Help ensure client-facing project timelines stay current and accurate - our clients can see their project progress in real time, and that visibility matters to them

Client & Tenant Communication

• Confirm client appointments and handle general inquiries through phone and email
• Follow up on open invoices with professionalism and persistence
• Monitor rent collection for ELM Properties and follow up with tenants on late payments
• Serve as the first point of contact for tenant concerns and coordinate minor repair or maintenance requests with ownership and appropriate vendors

HR Administration

• Process new hire onboarding documentation
• Manage employee paperwork and maintain personnel files
• Coordinate health insurance enrollment for new and existing team members
• Ensure new employees are properly set up in payroll and 401(k) systems
• Maintain organized and compliant HR records

Compliance, Licensing & Insurance

• Track and manage renewal dates for all business licenses and contractor licenses across our three entities
• Maintain our active Lead-Safe/RRP certification
• Ensure all company vehicles have current insurance cards and registrations on file
• Track business insurance policy renewals and serve as the point of contact with our insurance agent for certificate of insurance requests
• Coordinate policy reviews and renewals with ownership

New Client Onboarding

• Assist with setting up new clients in our project management system
• Coordinate and send client satisfaction surveys at key project milestones and track results
• Present survey findings at monthly team meetings
• Manage our client welcome gift process - when a client signs a new project agreement, we send them a curated welcome package.
• You'll coordinate the ordering, prompt the owner for a handwritten note, and get it in the mail

Culture & Team Experience

• Plan and coordinate team lunches and gatherings on a regular cadence - we want to do more of this, and you'll be the reason it happens
• Track employee birthdays, work anniversaries, and personal milestones (weddings, new babies, and more)
• Coordinate recognition and celebrations for employee and client milestones
• Help foster the kind of office environment people actually look forward to coming into Executive Support
• Assist the owner with scheduling, calendar management, and travel arrangements
• Help with occasional personal errands as needed
• Attend and participate in the monthly all-hands team meeting
  

Who You Are

• You're the kind of person who notices things that need to be done and does them without being asked
• You're comfortable in QuickBooks and pick up new software quickly - or you're humble enough to learn
• You communicate clearly and professionally - in person, on the phone, and in writing
• You can hold a conversation with a high-end client and make them feel like a priority
• You're organized without being rigid, and you adapt when the day takes an unexpected turn
• You take ownership of your responsibilities and follow through without being reminded
• You thrive in a small team environment where your contributions are visible and valued
• You're discreet with sensitive information - financial, HR, and personal

Compensation & Benefits

• $22.00 - $30.00 per hour, commensurate with experience
• Competitive paid vacation and sick time - we believe in work-life balance and are open to discussing what that looks like for the right person
• Major federal holidays off, including Christmas, Easter, Memorial Day, Labor Day,
• Fourth of July and Thanksgiving
• 401(k) with a 3% company contribution - regardless of whether you contribute
• Company-paid life insurance policy
• Company-paid long-term disability insurance
• Health insurance with a company contribution toward your monthly premium
• Dental and vision insurance available
• Cell phone reimbursement or company-provided device
• Professional development and training opportunities
• Employee discount on ELM Construction and ELM Interiors services
• Flexible scheduling - we work with you on start and end times that fit your life
• A stocked kitchen, a welcoming office, and a team that genuinely enjoys showing up
• All benefits begin after a 90-day introductory period

Schedule & Location

• This is a full-time, in-office position based at our Homewood office (219 Oxmoor Circle, Suite 129).
• Standard hours are Monday- Friday, 8:00 a.m.- 5:00 pm, though we offer flexibility on start and end times for the right person.