A commercial remodeling office manager runs billing, contracts and project files for office, store and restaurant renovations, and keeps the office working for the project managers. They make sure invoices go out on each client's schedule and that required records reach clients and agencies on time.
By the HireBus team · Updated · Pay data: BLS, May 2025
Median pay, commercial building contractors · BLS, May 2025
Serve as the central administrative hub for commercial remodeling projects, ensuring seamless management of billing, documentation, and office tasks to drive operational efficiency. Collaborate with project teams and external vendors to support project delivery and uphold high-quality standards.
2. Essential Duties and Responsibilities
Manage and process billing, invoicing, and payment reconciliation to maintain financial accuracy.
Maintain, organize, and update project documentation and records for compliance and review.
Oversee daily administrative tasks to ensure smooth office operations and project support.
Coordinate communication between project teams, vendors, and clients to expedite workflow.
Assist in scheduling meetings, preparing reports, and supporting project managers as needed.
3. Key Tasks / Daily Activities
Review and process incoming invoices and billing documentation each morning.
Communicate with vendors, subcontractors, and team members regarding project updates.
Organize and archive contracts, project plans, and regulatory documents.
Schedule appointments and meetings to ensure timely coordination of project tasks.
Prepare daily summary reports on billing status and administrative tasks for management review.
4. Key Performance Indicators (KPIs)
Billing Accuracy: Achieve a 98% accuracy rate in invoicing and payment processing.
Documentation Timeliness: Ensure 100% of project documents are submitted on schedule.
Customer Satisfaction Rating: Maintain a rating greater than 4.8 stars by supporting efficient operations.
Invoice Turnaround Time: Complete project invoice processing within three business days.
5. Required Qualifications and Skills
Bachelor’s degree in Business Administration or a related field.
Minimum of 3 years’ experience in office administration, preferably within project-driven environments.
Excellent organizational, written, and verbal communication skills.
Proficiency in Microsoft Office Suite and billing/office management software.
Strong attention to detail and ability to manage multiple priorities effectively.
6. Preferred Experience
Experience in the construction, commercial remodeling, or related home services industry.
Familiarity with industry-specific documentation and regulatory requirements.
Previous exposure to project management or operations support roles.
Demonstrated ability to streamline administrative processes in a fast-paced environment.
7. Physical Requirements
Ability to lift and carry up to 25 pounds if required for document handling.
Prolonged periods of sitting while working at a computer and other office equipment.
Frequent use of a telephone for communication with team members and vendors.
Standard office environment with minimal exposure to physical hazards.
8. Work Environment and Schedule
Standard office hours from Monday to Friday during regular business hours.
Occasional onsite visits to commercial remodeling project sites.
Minimal travel requirements when office-based tasks are prioritized.
Availability for minor schedule adjustments during peak project periods.
9. Compensation and Benefits
Salary range: $45,000 - $60,000 per year based on experience and qualifications.
Performance-based bonus structure to reward exceptional service.
Comprehensive health insurance package.
Dental and vision coverage included in benefits package.
401k retirement plan with company match.
10. Company Culture and Overview
We foster a collaborative and inclusive work environment that champions teamwork and professional growth.
Our culture is built on innovation, integrity, and a commitment to excellence in every project we undertake.
We invest in our employees’ careers through continuous learning opportunities and robust training programs.
Join our team to be part of a forward-thinking company dedicated to delivering outstanding commercial remodeling results.
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 changes for an office manager at a commercial remodeler
This office supports many short projects for business clients at once. Its records answer to clients, building owners and the agencies that oversee construction work.
The injury summary goes up each February
If your company keeps OSHA's injury and illness log, the yearly summary of it must be posted by February 1 of the next year and stay up until April 30. Put both dates on the office calendar so the posting never depends on someone remembering. Source: eCFR: 29 CFR 1904.32, annual summary.
Construction firms send the summary to OSHA online
Construction is on OSHA's list of designated industries. So a location that had 20 to 249 workers at any time last year must submit its 300A summary data online each year. The deadline is March 2 of the year after the one the form covers. Do it right after the February posting, while the numbers are fresh. Source: eCFR: 29 CFR 1904.41, electronic submission of injury and illness records.
Bill to each client's cutoff date
Many property managers approve contractor invoices in one batch each month. An invoice that misses their cutoff can wait a full cycle. Keep each repeat client's cutoff day on the billing calendar, and push project managers for their progress numbers a few days before it.
Build the closeout folder as the job runs
Read each contract for what it asks for at closeout, such as warranties, equipment manuals, as-built drawings and the final inspection sign-off, and whether the last payment waits on them. Start a closeout folder when the job begins and add papers as they come in. Then the package can go out the week the punch list is done.
Only the newest drawings go to the field
Tenant plans often change after the lease is signed, sometimes more than once during the job. Log each revision with its date, send the new set to the project manager and supervisor, and mark old sets as replaced. A crew building from last month's plan can frame a wall in the wrong place.
How much commercial remodeling office managers make
The closest BLS group for commercial remodeling 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 building contractors.
Office managers here are usually salaried with a bonus. Even the template's top salary is less than what the typical office supervisor earns at commercial building contractors in BLS data, and its bottom salary sits below even the low end of BLS pay there. Check local offers before you post.
Commercial 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 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 doesn’t publish pay for commercial remodelers on their own. These figures cover nonresidential building construction, 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
Accurate billing under deadline, with every backup page attached
A filing system others can use when the office manager is out
Firm, friendly follow-up with project managers who owe paperwork
Clear writing for clients, building managers and agencies
Keeping several short jobs straight at once
Teach these on the job
OSHA's injury log, summary and online filing steps
Each repeat client's billing cutoff and closeout list
Your project software and document folders
Drawing revision logs and how sets are marked
Your billing software and backup format
The office here works in QuickBooks or Sage for billing, a project app like Procore for drawings and logs, and job folders on a shared drive. A calendar with every filing, posting and client cutoff date keeps deadlines from slipping.
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 · Insurance certificates on deadline
It's Friday afternoon, and a property manager needs a certificate of insurance naming the building owner before your crew can start Monday. What do you do?
A strong answer: Calls the insurance agent right away with the exact wording, confirms delivery to the property manager, tells the project manager, and records that building's requirements.
Behavioral · Closeout documents
Tell me about a time you pulled together closeout documents for a commercial client, such as warranties, manuals and final lien waivers, while new jobs kept starting.
A strong answer: Used a closeout checklist for each client, asked subcontractors and suppliers for documents early, tracked what was missing, and delivered so final payment wasn't held up.
Set this role's goals with the general manager from your own billing errors, late documents and client feedback. The template's numbers show one company's choices, not yours.
Billing Accuracy
Count invoices sent back or corrected for wrong amounts, missing backup or the wrong client contact, out of all invoices sent. Review the reasons each month with the bookkeeper.
Documentation Timeliness
List each document with a due date, such as closeout packages, client reports and OSHA filings, and mark whether it went in on time. Note who was waiting when one didn't.
Customer Satisfaction Rating
Use client survey scores and pull out comments about invoices, paperwork and office response. Those are the parts of the score this role can move.
Invoice Turnaround Time
Measure business days from a project manager's billing approval to the invoice going out. Track jobs that miss a client's cutoff because of a slow turnaround.
Career path
Administrative assistant at an architecture or interior design firmLearns drawings, revisions and how tenant projects start.
Project coordinatorKeeps logs and paperwork moving for several project managers.
Office managerLeads billing, document control and office staff.
General managerLeads every team. Office managers who learn estimating and job costs can grow into it.
Can the office manager also be the safety records keeper?
Yes, in many companies of this size. The office manager can keep OSHA's injury log, training sign-in sheets and posting dates, while a supervisor or safety lead decides how each case is recorded. OSHA's rule says to keep the log and related forms for five years past the end of the year they cover. Keep the two jobs clear. The person filing the forms shouldn't be guessing whether an injury counts, and the safety lead shouldn't be chasing deadlines.
How much does a commercial remodeling 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.
Should the office manager take client calls about night work?
Only as backup. The customer service rep sends morning updates, and the project manager handles changes. The office manager steps in when a client calls about an invoice, a closeout package or paperwork for their own landlord. A clear split keeps the client from hearing three different answers.
What if a project manager is late with billing numbers?
Set a billing day a few days before each client's cutoff, and send a reminder the day before. If the numbers still don't come, bill what you can confirm, such as signed change orders, and tell the general manager which job is late. Track repeat misses. Late billing is a cash problem for the whole company, not just the office.
What would this office manager carry in a normal week?
A box of drawings, a case of printer paper, file boxes headed to storage, or a binder set for a job site. Large plan sets and archive boxes can ride on a cart. Put these examples in the job ad; they show what the template's 25-pound line means.
