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About the Role

We're looking for an organized, proactive Business Office Administrator to serve as the operational backbone of our company. This individual will ensure our office, projects, finances, and team operate efficiently while supporting our continued growth. The Business Office Administrator is responsible for overseeing the daily administrative and operational functions of BuildForm. This role supports leadership, project managers, designers, and field staff by managing office operations, financial administration, human resources, customer communication, and business systems.

Responsibilities

Manage daily office operations and administrative functions.
Maintain office organization, supplies, and equipment.
Develop and improve office procedures and workflows.
Coordinate company meetings and events.
Maintain company records and filing systems.
Process accounts payable and accounts receivable.
Prepare invoices and customer billing.
Track project expenses and purchase orders.
Reconcile company credit cards and receipts.
Coordinate with the company's CPA/bookkeeper.
Assist with monthly financial reporting.
Monitor cash flow and outstanding invoices.
Create and maintain project files.
Prepare contracts, proposals, and change orders.
Coordinate permits and required documentation.
Track project schedules and milestones.
Maintain client and subcontractor records.
Support project managers with administrative tasks.
Assist with recruiting and onboarding employees.
Maintain employee files.
Coordinate benefits administration.
Track PTO and employee records.
Schedule training and certifications.
Support company culture and employee engagement initiatives.
Answer phones and respond to client inquiries.
Serve as the first point of contact for customers.
Schedule consultations and meetings.
Maintain CRM and customer communication records.
Follow up with prospective and current clients.
Coordinate project closeout documentation and client satisfaction surveys.
Maintain vendor and subcontractor databases.
Collect insurance certificates and W-9s.
Collect ST-124 Forms.
Process vendor invoices.
Coordinate purchasing and deliveries.
Build strong relationships with suppliers and trade partners.
Assist with website updates and social media coordination.
Help organize completed project photography.
Support marketing campaigns and community events.
Track online reviews and customer testimonials.
Assist with proposal preparation and presentation materials.
Manage company software and subscriptions.
Maintain digital file organization.
Improve administrative workflows through technology.
Support implementation of new systems and processes.
Ensure data accuracy across company platforms.

Requirements

3+ years of office management, business administration, or operations experience.
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Experience in bookkeeping or financial administration.
Ability to manage multiple priorities independently.
Professional and customer-focused demeanor.
Experience in residential construction or design-build (Preferred).
Knowledge of accounting principles (Preferred).
Experience supporting growing small businesses (Preferred).

Skills

QuickBooks Online
Buildertrend or CoConstruct
Google Workspace
Microsoft Office
Dropbox / Google Drive
Adobe Acrobat
Canva
CRM software (HubSpot, JobTread, Buildertrend CRM, or similar)
DocuSign
Slack or Microsoft Teams
Organization and planning
Financial administration
Customer service
Bookkeeping
Process improvement
Project coordination
Calendar management
Communication
Problem-solving
Attention to detail
Confidentiality
Technology proficiency

Location

The Hamptons, NY

Work Type

Full-Time
Office-based

Experience Level

3+ years

Education Level

Associate's or Bachelor's degree in Business Administration, Accounting, or a related field (Preferred)

Salary/Compensations

Starting at $50,000, based on experience
Performance-based bonus eligibility

Benefits

Health insurance with a 50% employer contribution
Paid time off and company holidays
Professional development opportunities
Collaborative, creative work environment
Opportunity to grow into an Operations Manager or Director of Operations role

About the Company

BuildForm is a luxury residential design-build firm serving the Hamptons and the East End of Long Island. We bring design, construction and project delivery together under one team to create highly considered homes defined by craftsmanship, precision and an exceptional client experience.
We are building a collaborative team of professionals who take ownership of their work, communicate clearly and hold themselves to a high standard. Every role at BuildForm contributes to the quality of our projects and the trust our clients place in us.