Office Manager in Hamburg, NY

Salary Range: $55,000-65,000 based on experience

Alliance Homes is seeking an organized, professional, and proactive Office Manager to support the daily operations of our homebuilding company. This role is central to keeping the office running smoothly, supporting ownership, sales, construction, warranty, accounting, customers, vendors, municipalities, and trade partners.

Key Responsibilities
• Serve as a primary administrative point of contact for Alliance Homes customers, vendors, subcontractors, municipalities, lenders, attorneys, and internal team members.
• Answer phones, manage general email correspondence, greet visitors, and direct inquiries to the appropriate person.
• Maintain organized digital and physical files for customers, projects, permits, contracts, selections, insurance documents, warranties, and vendor records.
• Assist with new home customer communication from contract through closing, including scheduling, document collection, reminders, and follow-up.
• Support the sales team with customer files, purchase agreements, lot information, pricing sheets, change orders, selections paperwork, and appointment coordination.
• Support the construction team with permit tracking, utility applications, subcontractor paperwork, plan distribution, and project documentation.
• Assist with Buildertrend by entering information, uploading documents, updating customer records, and helping keep project information current.
• Track important deadlines related to permits, contracts, insurance certificates, selections, closing documents, warranty items, and municipal submissions.
• Help coordinate meetings, office calendars, customer appointments, internal team meetings, closings, and vendor appointments.
• Prepare, proofread, and organize letters, emails, proposals, purchase orders, meeting agendas, reports, customer notices, and other company documents.
• Help manage customer selections, allowances, change orders, and related communication between customers, vendors, sales, and construction.
• Order and manage office supplies, printer supplies, signage, marketing materials, postage, and general office needs.
• Help maintain a professional, organized, and welcoming office environment.
• Assist with marketing and customer-facing materials as needed, including brochures, listings, website updates, social media coordination, and community information packets.
• Help improve office systems, checklists, templates, filing procedures, and administrative workflows.
• Provide general support to ownership and management on special projects, reporting, scheduling, and company initiatives.

Qualifications
• Prior office administration, construction office, real estate, property management, or customer service experience preferred.
• Strong organizational skills and attention to detail.
• Professional communication skills by phone, email, and in person.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable working with homeowners, prospective buyers, vendors, subcontractors, municipalities, and internal team members.
• Proficient with Microsoft Office, Google Workspace, email, calendars, PDFs, and basic office technology.
• Experience with Buildertrend, QuickBooks, construction management software, or CRM systems is a plus.
• Basic understanding of residential construction, permits, contracts, selections, change orders, or warranty work is helpful but not required.
• Ability to handle confidential information professionally.
• Reliable, proactive, and willing to help wherever needed.

Desired Traits
• Organized and detail-oriented.
• Friendly, professional, and customer-focused.
• Calm under pressure.
• Strong follow-through.
• Comfortable asking questions and solving problems.
• Able to keep people, paperwork, and deadlines moving.
• Professional, dependable, and team-oriented.
• Interested in learning the homebuilding business and helping Alliance Homes continue to improve operations.

$55,000-65,000based on experience

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