A home builder office manager handles the documents behind selling and building houses: contracts, lot files, billing, permit paperwork and closing packets. They keep sales, superintendents and the title company working from the same documents so each house closes on time.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, residential builders and remodelers · BLS, May 2025
Responsible for overseeing billing, documentation, and daily administrative tasks to ensure smooth operations within our home building projects. Acts as a central point of coordination between field teams and management, contributing to efficient project execution and customer satisfaction.
2. Essential Duties and Responsibilities
Manage all aspects of office administration including billing, documentation, and daily operational tasks.
Coordinate communications between internal teams, vendors, and clients to ensure timely and accurate project-related updates.
Maintain up-to-date records and files ensuring compliance with industry standards and company policies.
Assist in scheduling, project planning, and resource allocation to support construction workflows.
3. Key Tasks / Daily Activities
Process and verify billing statements and invoices with high accuracy.
Monitor and update project documentation and records throughout the project lifecycle.
Respond to client inquiries and internal requests via phone, email, or in-person interactions.
Coordinate daily administrative tasks including scheduling meetings, managing correspondence, and maintaining office supplies.
4. Key Performance Indicators (KPIs)
Billing Accuracy Rate: Achieve 98% accuracy on all invoices and billing statements.
Documentation Turnaround Time: Ensure 100% of documentation is processed within 24 hours.
Daily Administrative Task Completion: Maintain a 95% on-time completion rate for all scheduled tasks.
Customer Satisfaction Rating: Support achieving a customer satisfaction rating of >4.8 stars.
5. Required Qualifications and Skills
Bachelor’s degree or equivalent experience in business administration, management, or a related field.
Minimum of 3 years’ experience in office management, preferably within the home building or construction industries.
Excellent organizational, time management, and communication skills.
Proficient in office software (e.g., Microsoft Office, project management tools) and comfortable with technology.
6. Preferred Experience
Prior experience working with home builders or in the construction industry.
Familiarity with construction billing and project documentation processes.
Experience in coordinating field operations and supporting cross-functional teams.
Demonstrated ability to manage multiple projects simultaneously in a fast-paced environment.
7. Physical Requirements
Ability to lift light objects up to 20 pounds when necessary.
Regular use of office equipment such as computers, telephones, and scanners.
Occasional movement between office and on-site construction areas in a standard work environment.
8. Work Environment and Schedule
Typically works Monday through Friday from 8:00 AM to 5:00 PM in a standard office setting.
Occasional extended hours required during peak project periods.
Minimal travel between project sites and the main office may be necessary.
May occasionally need to respond to urgent issues outside of standard business hours.
9. Compensation and Benefits
Base salary ranging from $50,000 to $60,000 per year depending on experience.
Eligibility for performance bonuses based on company and individual performance metrics.
Comprehensive benefits package including Health, Dental, and Vision insurance.
Participation in a 401(k) plan with company match and additional fringe benefits.
10. Company Culture and Overview
Our company fosters a collaborative and growth-oriented culture focused on innovation and excellence in the home building industry.
We believe in investing in our employees through ongoing professional development and a supportive work environment.
Our team is driven by a passion for quality workmanship and exceptional customer service, making us a leader in our field.
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
What a home builder's office handles that others don't
The office here supports a sales team, a string of houses under construction and a closing calendar. Some of its paperwork is set by federal rules written for people who sell homes.
Insulation facts go in every sales contract
The FTC's insulation rule says a new home seller must put the type, thickness and R-value of the insulation for each part of the house in every sales contract. If the insulation isn't known when the buyer signs, or the contract changes, the buyer gets a receipt with those details once they're known. Keep an insulation sheet for each plan and check that it goes out with every contract. Source: eCFR: 16 CFR 460.16, what new home sellers must tell new home buyers.
Fair housing posters at the model
HUD rules require a fair housing poster where homes are offered for sale, such as the sales office. For single-family homes sold together in a community, the poster can hang at the model homes instead of at each house. It goes up when construction starts and stays up through building and sales. Add it to the checklist for opening a new community. Source: eCFR: 24 CFR 110.10, who must post the fair housing poster.
A closing packet for every house
Before each closing, the office gathers the certificate of occupancy, final inspection results, warranty papers, appliance manuals, HOA documents, keys and garage remotes into one packet. One missing piece can push a closing. Start the packet when the house reaches final trim, check it against the title company's list, and keep a copy in the lot file after the buyer moves in.
Utilities and addresses come lot by lot
Each lot needs an assigned address and permanent electric and water service, and often gas, before a buyer can move in. Ask each building department what it wants in place before final inspection, such as a posted address or a live meter, and plan back from that date. The office files the utility requests, tracks meter set dates, and tells customer service when each buyer should start service in their own name.
How much home builder office managers make
The closest BLS group for home builder office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for residential builders and remodelers earned a median of $34.00 an hour ($70,720 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 7,630 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for residential builders and remodelers.
Usually salaried, often with a bonus. BLS puts the median for office supervisors at residential builders above the template's range, so an office manager who also runs contracts and closings may expect more.
Residential builders and remodelers
$70,720$70,720 median Middle half $53,830–$91,480 10th–90th $38,360–$110,850
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
Residential builders and remodelers
$38,360
$53,830
$70,720
$91,480
$110,850
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS reports home builders and remodelers together. 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
Careful review of contracts and closing papers before they leave the office
A filing system for each lot that anyone can follow
Clear, calm communication with buyers, trades and title companies
Juggling closings, permits and billing on the same day
Leading office staff and setting priorities
Teach these on the job
Your plan library, options and insulation specs
Your permit and utility request steps in each city
Your builder software and document storage
Your title company's closing checklist
Fair housing posting and advertising basics
Most builder offices run on Microsoft Office or Google Workspace, an e-signature tool for contracts, and builder software such as Buildertrend for lot files and schedules. Name each one in the ad, since candidates who already use them start faster.
Home builder office manager interview questions
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 · Closing paperwork
The title company needs the certificate of occupancy and a lien release by tomorrow for a closing, and you can't find the lien release. What do you do?
A strong answer: Searches the file and email, calls the trade or supplier for a signed release right away, tells the closing coordinator and sales, and adds lien releases to the pre-closing checklist.
Behavioral · Training admin staff
Tell me about a time you trained a new office employee. How did you know they were ready to work alone?
A strong answer: Used written steps, watched them do the work, checked samples, and handed off tasks one at a time as accuracy proved out.
The template's figures are examples. Pick targets after a few months of tracking your own closings, invoices and buyer surveys.
Billing Accuracy Rate
Each month, count invoices and buyer change orders sent back for a wrong amount, lot or option, against the total sent. Note who caught each error.
Documentation Turnaround Time
Log when a document arrives, such as a signed contract, permit or inspection result, and when it's filed to the right lot and shared with the people who need it.
Daily Administrative Task Completion
Keep a shared task list with due dates for each closing, permit and order. Review what finished on time at the end of each week.
Customer Satisfaction Rating
Use buyer survey questions about paperwork, closing and communication. Compare scores by community and read comments about missing documents or slow answers.
Career path
Closing coordinatorGathers closing documents and works with title companies.
Office managerRuns the office, lot files, billing and closing packets.
Purchasing managerSets trade and supplier pricing for each plan.
Who writes buyer contracts, the office manager or sales?
Sales writes the contract with the buyer. The office manager checks it before it's final: the right lot, plan and options, the insulation details, every addendum and all signatures. Then the office files it, sends it to the title company and puts the closing on the calendar.
How much does a home builder office manager make?
First-Line supervisors of office and administrative support workers who work for residential builders and remodelers earned a median of $34.00 an hour ($70,720 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $53,830 and $91,480 a year. Pay also depends on your local market, experience and overtime.
Should the office manager staff the model home?
Usually not. The model home belongs to sales, and visitors there need someone who can answer questions about plans and prices. The office manager supports it with posters, brochures and contract supplies. If the model needs weekend coverage, plan it into the sales schedule, since the template's hours are weekdays.
When does a home builder office manager leave the office?
Now and then the office manager drives to a sales center or a site trailer. Tasks include dropping off plan sets, hanging posters, and carrying a box of closing binders or office supplies, which is what the 20-pound lifting line covers. On a lot, they follow the same site rules as any visitor.
How long should a builder keep a house's file after closing?
Keep it at least as long as a buyer could bring a defect claim in your state, plus any time your insurer recommends. Ask your attorney for that deadline. Keep the contract, change orders, inspection results, photos and warranty requests together so the file can answer questions years later.
