A concrete and masonry office manager runs the files behind every pour: builder lot files, permits where a town wants one, insurance certificates and finished-job photos. They make sure each job is billed within days of the pour and lead the office staff who answer builders, homeowners and crews.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, structure and exterior contractors · BLS, May 2025
Responsible for managing office operations specific to concrete & masonry services to ensure efficient workflow and quality documentation. Acts as the critical link between administrative functions and field operations, ensuring timely billing, record-keeping, and support for a diverse team. Enhances operational efficiencies and contributes to overall company success through dedicated administrative oversight.
2. Essential Duties and Responsibilities
Oversee day-to-day administrative tasks including billing, documentation, and record management.
Manage and update office systems to streamline concrete & masonry projects and communications.
Coordinate schedules and support field teams by ensuring timely processing of invoices and contracts.
Maintain accurate financial records and assist with budget tracking and reporting.
Liaise with vendors, subcontractors, and internal teams to facilitate smooth operations.
3. Key Tasks / Daily Activities
Manage daily office operations and respond promptly to administrative inquiries.
Process invoices, billing, and essential documentation for concrete & masonry projects.
Coordinate meetings, schedules, and appointments between field and office staff.
Facilitate effective communication between teams to support project continuity.
Maintain up-to-date records and ensure compliance with industry standards.
4. Key Performance Indicators (KPIs)
Billing Process Efficiency: Complete 100% of billing tasks within 48 hours of service delivery.
Documentation Accuracy: Achieve and maintain 99% accuracy in administrative records.
Response Time: Respond to 95% of internal and external inquiries within one hour.
Employee Satisfaction: Support a team environment resulting in an average satisfaction rating of >4.8 stars.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years’ experience in office management or administrative roles.
Strong organizational and time management skills with the ability to multitask.
Proficiency in Microsoft Office Suite and familiarity with billing/documentation software.
Excellent written and verbal communication skills.
6. Preferred Experience
Experience working in the home services or construction industry.
Previous exposure to concrete & masonry operations and field office challenges.
Background in managing contractor and vendor communications.
Hands-on experience improving administrative processes within a technical setting.
7. Physical Requirements
Ability to lift up to 20 lbs occasionally.
Extended periods of sitting and standard office workstation usage.
Occasional walking or standing as required during site visits.
Work in a typical office environment with minimal exposure to hazardous conditions.
8. Work Environment and Schedule
Standard operating hours: Monday to Friday, 8 AM to 5 PM with occasional overtime.
Occasional travel between office and project sites for coordination purposes.
Predominantly office-based with necessary field visits during peak project times.
Flexibility to adjust work schedule during high-demand periods.
9. Compensation and Benefits
Annual salary range: $45,000 - $55,000.
Eligibility for performance bonuses tied to office efficiency and project KPIs.
Comprehensive benefits package including Health, Dental, and Vision.
401k plan with company match.
Paid time off, holidays, and additional fringe benefits.
10. Company Culture and Overview
We foster a culture centered on growth, accountability, and innovation within the concrete & masonry industry.
Our team encourages collaboration and continuous professional development.
We value open communication, initiative, and a strong commitment to quality service.
By joining us, you'll become part of a supportive and inclusive work environment dedicated to exceeding customer expectations.
11. How to Apply
If you meet the above criteria and want to be part of a growth-oriented company focused on customer satisfaction, please send your resume to [INSERT EMAIL HERE] or apply online at [INSERT WEBSITE LINK HERE].
Need help filling this role? HireBus posts the ad, Iris interviews every applicant by phone before you do, and you decide who to hire. Start hiring now
A pour is over by lunch. The builder's file, the permit, the certificates and the photos decide whether the job gets paid and whether a later complaint holds up.
A file for every builder lot
Builders run on lot numbers, start dates and purchase orders. For each lot, the office manager keeps the plot plan, the builder's order for footings, walls and flats, any approved extras, inspection results and photos. When a superintendent moves a start or adds a third garage bay, the change goes to the dispatcher and into the lot file that day, so the bill matches what was poured.
In Ohio, the bureau certificate matters
In Ohio, for example, private employers pay workers' compensation premiums into the state insurance fund, and the bureau gives each one written proof of coverage. The same law makes an employer that hires a subcontractor liable for the sub's unpaid premium on that work. So keep your bureau certificate current alongside your liability certificate, expect builders to ask for both, and collect the same from pump companies and other subs before they start. Source: Ohio Revised Code 4123.35: Payment of premiums by employers.
Permits are the office's paperwork
Where a town wants a permit, the office does the paperwork. The office manager keeps a checklist for each town you work in, built from what the general manager has learned about local rules. They fill in the forms, attach the site plan and, where the form asks for it, the locate ticket number. The permit card travels with the crew's paperwork, and the office follows up until the final sign-off is in the file.
Photos that settle arguments
Ask leads for photos at set points: base and forms before the pour, the finished surface with joints cut, and the cleaned-up site. The office manager files them by address and lot and won't send the final bill until the set is complete. When a builder backcharges for a cracked curb, or a homeowner calls about a low spot months later, the photos show the site the day the crew left.
How much concrete & masonry office managers make
The closest BLS group for concrete & masonry office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for foundation, structure, and building exterior contractors earned a median of $33.40 an hour ($69,470 a year) in May 2025, according to the Bureau of Labor Statistics. That’s about the same as the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 6,410 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for structure and exterior contractors.
BLS figures put the template's salary range low for this chart: fewer than a quarter of office supervisors at foundation, structure and exterior contractors earn as little as its top. The template's bonus for billing speed and project KPIs can close part of that gap.
Structure and exterior contractors
$69,470$69,470 median Middle half $55,810–$85,450 10th–90th $46,010–$106,330
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Structure and exterior contractors
$46,010
$55,810
$69,470
$85,450
$106,330
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS doesn’t publish pay for concrete and masonry contractors on their own. These figures cover foundation, structure and building exterior contractors, which include them. Post a real range for your market in the ad.
The pay line in the template above is an example from our Role Blueprint. Set yours from these figures and what local companies pay.
Skills to hire for, and what you can teach
Hire for these
Has run the office for a contractor that bills builders by lot
Keeps certificates, permits and photos on one calendar of due dates
Spots a missing order number or photo before the bill goes out
Leads a small team of billing, phone and scheduling staff
Writes short, clear emails to builders' purchasing and site staff
Teach these on the job
Your builders' portals, start packages and purchase orders
The permit forms in the towns you work in
Your insurance agent and the endorsements builders ask for
Your photo app and file naming rules
Concrete and masonry terms on tickets and orders
The office runs on accounting and billing software, a CRM or job app with photos stored by address, each builder's supplier portal, and the towns' online permit portals. Certificates and permits expire on different dates, so ask how a candidate kept track of them at their last job.
Two of the 6 questions we'd ask, and what a strong answer sounds like. Ask every candidate the same questions, and rate each answer on your own before you compare notes.
Situational · Unsigned extra work
The crew poured an extra walkway the customer asked for on site, but there's no signed change order. What do you do?
A strong answer: Gets the project manager to confirm the scope and price with the customer in writing right away, bills it, and reinforces the no-extra-work-without-signature rule.
Behavioral · Office-field communication
Tell me about a time you fixed a mix-up that kept happening between the office and crews, like wrong addresses, missing selections or unbilled extras.
A strong answer: Names the mix-up, the tool or habit they set up, such as job sheets, photo uploads or a daily call, and how often the error happened afterward.
Pick targets with the general manager once a year of billing and file checks shows what normal looks like.
Billing Process Efficiency
Hours from the lead's end-of-day report to the invoice going out, by builder lot and homeowner job. Log each job held for a missing ticket, photo or order number, and the reason.
Documentation Accuracy
Monthly, open a handful of closed lots and homeowner jobs and check for the order, permit sign-off where needed, current certificates and a full photo set. Score complete files against files checked.
Response Time
Time from a builder, homeowner or crew request to a real answer, from phone and email logs. Track builder superintendents separately, because a slow answer can cost them a start date.
Employee Satisfaction
A short, anonymous survey of office staff and crew leads twice a year, asking whether schedules, paperwork and answers from the office reach them on time.
Career path
Billing clerk or office assistantBills lots and files photos and permit papers.
Office managerRuns lot files, certificates, permits, photos and the office staff.
Operations managerSwaps paperwork for the pour board, crews and plant orders.
General managerOwns a market's builder prices, sales and profit.
Who checks that invoices match the builder's price sheet?
The general manager sets each builder's prices. The office manager loads the current sheet into billing and holds each lot invoice up against that sheet and the builder's order before sending it. When a plant raises its prices in the middle of the year, keep billing at the old sheet until the general manager signs a new one, and tell the builder in writing when the new prices start.
How much does a concrete & masonry office manager make?
First-Line supervisors of office and administrative support workers who work for foundation, structure, and building exterior contractors earned a median of $33.40 an hour ($69,470 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $55,810 and $85,450 a year. Pay also depends on your local market, experience and overtime.
Which concrete terms should a new office manager learn first?
The words on a delivery ticket and a builder's order: footings, walls, flats, yards, square feet, stamp patterns and colors. Those decide whether a bill matches the work. They don't need to judge a finish, but they should know which photo shows joints cut and which shows only forms.
How does a concrete office spend the slow winter months?
Close out the season. Chase missing photos and permit sign-offs, send final bills on any lot still open, and archive the year's lot files. Ask each builder when it renews vendor setups and what it wants then, such as fresh certificates, tax forms or safety papers, and have them ready before the first spring start.
What should the office do when a builder backcharges?
Log it against the lot before anyone agrees to it. Pull that lot's photos, the signed tickets and the order, and send them with the charge to the general manager, who decides whether to accept it. A builder that takes the charge out of a payment without notice should still get a written reply, so the lot file shows what was disputed and why.
