Office Manager

Deffenbaugh Homes is a luxury residential construction company specializing in custom, high-end homes and developments. We are looking for someone who takes pride in keeping things organized, enjoys working with people, and naturally looks for ways to make things better. This person should be comfortable wearing multiple hats, taking ownership of responsibilities, and helping keep both the office and the company running smoothly.

The ideal candidate is organized, dependable, proactive, personable, and able to manage multiple responsibilities with minimal supervision. This person takes ownership of tasks, follows through on details, and looks for ways to improve company operations and employee experience.

Primary Responsibilities

Office Operations & Administration

• Oversee day-to-day office operations and maintain an organized, professional, and welcoming environment.
• Coordinate meeting rooms, office vendors, service providers, maintenance, and facility needs.
• Manage office equipment, supplies, mail, deliveries, and general administrative needs.
• Develop, maintain, and improve office procedures.
• Serve as the primary point of contact for general office needs.
• Greet and assist visitors, answer incoming calls, and direct inquiries appropriately.

Human Resources & Employee Administration

• Coordinate new-hire onboarding, orientation, and employee offboarding.
• Create and manage job postings, track applicants, coordinate interviews, and assist with hiring paperwork.
• Maintain and communicate company policies and procedures.
• Track employee time-off requests.
• Coordinate employee performance review processes.
• Coordinate technology, equipment, and system access for new and departing employees.
• Maintain an inventory of company technology equipment and coordinate with outside IT personnel as needed.

Specialty Project Coordination & CRM Management

• Maintain oversight of specialty projects, warranty work, and smaller projects outside of new construction and full remodels.
• Track active projects, project status, outstanding tasks, and overdue items within the company CRM.
• Monitor follow-ups and ensure open items are being addressed in a timely manner.
• Maintain accurate and up-to-date project information and documentation.
• Communicate with project managers, employees, subcontractors, and customers as needed to keep projects moving.
• Help identify stalled projects, overdue follow-ups, and items requiring additional attention.
• Support organization and accountability throughout the specialty project process.

Employee Experience & Company Culture

• Develop and maintain programs that promote a positive, engaging, and supportive company culture.
• Coordinate employee birthdays, work anniversaries, gifts, and recognition.
• Welcome and celebrate new employees.
• Look for creative ways to recognize employees and help create an environment where everyone feels valued and connected.

Qualifications & Skills

• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects and responsibilities while meeting deadlines.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Office and Google Drive and general computer applications.
• Ability to learn and maintain company CRM and other software systems.
• Professional, approachable, and customer-service-oriented attitude.
• Ability to work independently, take initiative, and solve problems.
• Previous office management, administrative, or HR experience required.