Industrial construction office manager job description
An industrial construction office manager runs billing, licenses, project files and the front office behind plant and warehouse jobs. The office manager makes sure each owner's paperwork rules are met, so invoices get paid, records last as long as the law requires, and the company stays cleared to bid.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, commercial and industrial building contractors · BLS, May 2025
The Office Manager plays a crucial role in ensuring the smooth operation of our industrial construction projects by managing administrative tasks, billing processes, documentation, and daily coordination. This role contributes significantly to the overall efficiency and success of the company by serving as a central point of contact and maintaining operational excellence.
2. Essential Duties and Responsibilities
Manage daily administrative operations, including scheduling, correspondence, and office supply management.
Oversee billing processes and ensure timely and accurate invoicing for services rendered.
Maintain comprehensive documentation for all projects and office activities.
Coordinate daily activities between project teams, subcontractors, and vendors.
3. Key Tasks / Daily Activities
Answer and route phone calls and emails to appropriate team members.
Process invoices, track payments, and reconcile financial records.
Organize and file project documentation and reports.
Liaise with field staff and contractors to ensure smooth operational flow.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Achieve a 99% billing accuracy rate.
Invoice Processing Time: Process all invoices within 48 hours.
Documentation Compliance: Maintain 100% compliance with company documentation policies.
Customer Satisfaction: Reach a satisfaction rating of >4.8 stars on internal service surveys.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or related field, or equivalent experience.
Minimum of 3 years of experience in office management, preferably in a construction or related industry.
Strong organizational and multitasking skills, with the ability to handle multiple priorities.
Proficient in Microsoft Office Suite and familiarity with billing software.
6. Preferred Experience
Experience in the industrial construction or home services industry.
Previous exposure to project management and coordination in a fast-paced environment.
Demonstrated ability to work collaboratively with cross-functional teams.
Background in process improvement and administrative efficiency.
7. Physical Requirements
Ability to lift up to 25 pounds for handling office supplies and documentation.
Frequent use of a computer and standard office equipment in an indoor environment.
Occasional walking within office grounds and site visits may be required.
Ability to remain seated for extended periods while performing desk-related tasks.
8. Work Environment and Schedule
Typical work hours: Monday through Friday, 8:00 AM to 5:00 PM.
Minimal travel required for occasional site visits.
Standard office environment with modern technology and resources.
Potential for occasional overtime during peak project periods.
9. Compensation and Benefits
Salary Range: $50,000 - $60,000 per year, dependent on experience.
Health, Dental, and Vision insurance coverage.
401(k) retirement plan with company match.
Paid time off, including vacation and sick leave.
10. Company Culture and Overview
We foster a collaborative environment where every team member is valued and empowered to drive success.
Our culture emphasizes continuous learning, innovation, and a commitment to excellence in customer service.
We prioritize professional development and encourage growth within the company.
Join us and be part of a company that is dedicated to delivering exceptional service and building lasting relationships.
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].
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What changes for an office manager at an industrial contractor
The paperwork is heavier and lasts longer. Plant owners, the licensing board and OSHA each want records kept their own way.
Oregon wants a current license before you bid
In Oregon, a contractor must hold a current Construction Contractors Board license and the right endorsement before it offers to do work, submits a bid or starts. The office manager keeps the renewal date and endorsement on the calendar and checks them before an estimator sends a bid, because a lapsed license stops the bid, not just the job. Source: Oregon Revised Statutes 701.021: License requirement; endorsements.
Exposure records outlast everyone
Air sampling for silica or welding fume creates employee exposure records. OSHA's records rule, which its construction standards also apply, says to keep them for at least 30 years. Medical records, such as respirator medical evaluations, must last through the worker's employment and 30 years after. Set up storage that survives staff turnover, software changes and office moves, and know who handles it when a former worker asks for a copy. Source: eCFR: 29 CFR 1910.1020, access to employee exposure and medical records.
Signed tickets turn into paid invoices
Much plant work is billed as time and material against a purchase order. Set a rule that the owner's representative signs each field ticket the same day and the ticket reaches the office within a day. A ticket signed a week later is one the owner is likely to question, and the invoice waits with it.
Turnover packages hold the last payment
Industrial owners often hold the final payment until they get a turnover package: test reports, material certificates, inspection forms and marked-up drawings. Start a checklist for each job at kickoff and add records as they come in, so the package is nearly done when the crews leave.
How much industrial construction office managers make
The closest BLS group for industrial construction office managers is First-Line supervisors of office and administrative support workers. First-Line supervisors of office and administrative support workers who work for commercial and industrial builders earned a median of $36.07 an hour ($75,020 a year) in May 2025, according to the Bureau of Labor Statistics. That’s above the $69,500 median for First-Line supervisors of office and administrative support workers in all industries. About 5,340 of the 1,436,680 First-Line supervisors of office and administrative support workers in that survey work for commercial and industrial building contractors.
Salaried, with a bonus at some firms. The template's range starts below most BLS pay for this industry and tops out well under the median, so someone who has run a construction office will likely want more.
Commercial and industrial building contractors
$75,020$75,020 median Middle half $59,480–$94,210 10th–90th $52,660–$119,350
All industries
$69,500$69,500 median Middle half $55,950–$85,090 10th–90th $45,610–$104,710
$25k$50k$75k$100k$125k$150k
10th–90th percentileMiddle halfMedianAnnual pay, May 2025. Source: BLS Occupational Employment and Wage Statistics.
Annual pay by percentile
Group
10th
25th
Median
75th
90th
Commercial and industrial building contractors
$52,660
$59,480
$75,020
$94,210
$119,350
All industries
$45,610
$55,950
$69,500
$85,090
$104,710
BLS reports industrial and commercial building contractors 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
Accurate billing against purchase orders and contract terms
A filing system others can use without asking
Steady follow-up with project managers for signed tickets and backup
Leading front-desk and administrative staff
Strong spreadsheet and billing software skills
Teach these on the job
The invoice format and portal steps for every owner
License and endorsement renewals in the states you work in
Your document control system for drawings and submittals
OSHA record rules for exposure and medical files
Expect Microsoft 365, construction accounting or billing software such as Sage, Viewpoint or Foundation, a document system such as Procore or SharePoint, and owners' supplier portals. Naming them in the ad lets an applicant who already knows your billing system say so.
Industrial construction 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 · Billing cutoff
The client's billing cutoff is tomorrow, and [5] time-and-material tickets are missing the client rep's signature. What do you do?
A strong answer: Gets the supervisor to collect signatures today, bills what's signed on time, and tracks the rest for the next cycle.
Behavioral · Office efficiency
Tell me about a change you made that cut office errors or time, such as in time-and-material billing.
A strong answer: Names the problem, the change, and a measured result such as fewer rejected tickets or faster billing.
The template's targets are examples. Pick your own after a few billing cycles, and review them with the general manager each quarter.
Billing Accuracy
Count invoices an owner rejected, short-paid or sent back for correction, out of all invoices sent. Log the reason so repeat errors get fixed at the source.
Invoice Processing Time
For outgoing bills, measure the days between a signed field ticket or billing date and the invoice reaching the owner. Check a sample against the portal's receipt stamps.
Documentation Compliance
Audit a few project files each month against your document checklist: contract, purchase orders, tickets, test reports, license and insurance. Count files with nothing missing.
Customer Satisfaction
Survey the project managers, crews and owner contacts the office serves with a short internal form twice a year. Read the comments for repeat problems.
Career path
Billing clerk at a mechanical contractorLearns progress billing, field tickets and owner portals.
Project administratorKeeps logs, files and schedules for a project team.
Office managerRuns billing, records and the front office.
Business managerOversees accounting, HR and office staff for the general manager at a larger contractor.
Other roles in an industrial construction business
Who books travel and lodging for crews at distant plants?
Often the office manager. Book hotel blocks near the plant early, before outage season fills them, and keep a list of who stayed which nights. Send that list to the bookkeeper each week so per diem and lodging costs land on the right job. One written travel policy keeps foremen from booking rooms on their own cards.
How much does an industrial construction office manager make?
First-Line supervisors of office and administrative support workers who work for commercial and industrial builders earned a median of $36.07 an hour ($75,020 a year) in May 2025, according to the Bureau of Labor Statistics. The middle half earned between $59,480 and $94,210 a year. Pay also depends on your local market, experience and overtime.
Which parts of an owner's contract should the office manager know?
The billing terms, where invoices go, the backup each invoice needs, the insurance and certificate requirements, the notice addresses, and how long you must keep records. Make a one-page summary for each owner contract and keep it in the job file. The office manager doesn't negotiate these terms, but the office lives with them every month.
What should the office do when an owner's portal rejects an invoice?
Read the rejection reason first. Common causes are a wrong purchase order line, a missing backup file or an amount over the remaining balance. Fix it the same day, resubmit, and log the cause. If the balance is the problem, the project manager needs to ask the owner for more funding before you bill again.
What do the template's lifting and walking lines mean for this job?
Carrying cases of paper, file boxes and turnover binders, sometimes to a plant office. Walking the office grounds, the equipment yard or a site trailer to leave paperwork or see a foreman. Most of the day is seated at a computer. List them in the posting as plain duties so a candidate can raise any accommodation early.
