Office Manager / Administrative Coordinator

Location: Grapevine, TX

Employment Type: Full-Time

Company: Duncan Design Group / Constructor

About Us

Duncan Design Group and Constructor are a growing design-build firm specializing in hospitality projects, including restaurants, bars, lounges, and commercial developments. We are seeking a highly organized, detail-oriented Office Manager to oversee administrative, accounting, and office operations while supporting our leadership team and staff.

Position Summary

The Office Manager will be responsible for the day-to-day administrative and financial operations of the company. This role requires strong organizational skills, attention to detail, and the ability to manage multiple responsibilities in a fast-paced environment. The ideal candidate will have experience with bookkeeping, office administration, employee records, and financial tracking.

ResponsibilitiesAccounting & Financial Management

• Prepare and manage client invoices and billing.
• Track accounts receivable and accounts payable.
• Reconcile company credit card statements and expenses.
• Maintain financial records and assist with bookkeeping activities.
• Coordinate with external accountants and CPAs as needed.
• Track project expenses and assist with financial reporting.

Administrative & Office Management

• Manage office supplies, equipment, and vendor relationships.
• Order and maintain inventory of office materials and supplies.
• Coordinate office maintenance and general operational needs.
• Organize company files, records, and documentation.
• Support company leadership with administrative tasks and scheduling.

Human Resources Support

• Manage employee PTO tracking and records.
• Maintain employee files and onboarding documentation.
• Assist with new hire paperwork and employee administrative needs.
• Coordinate benefits and HR-related documentation as needed.
• Ensure compliance with company policies and recordkeeping requirements.

General Business Support

• Assist with internal reporting and operational tracking.
• Support project teams with administrative needs.
• Help improve and maintain office procedures and workflows.

Qualifications

• 3+ years of experience in office management, administration, bookkeeping, or a related role.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Experience with QuickBooks required.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with professionalism.
• Strong attention to detail and accuracy.
• Ability to work independently and prioritize multiple tasks.

Preferred Qualifications

• Experience working in an architecture, interior design, construction, or design-build firm.
• Experience with FF&E (Furniture, Fixtures & Equipment) procurement and purchasing.
• Hospitality industry project experience.
• Familiarity with vendor management, purchasing, and project coordination.

Compensation & Benefits

• Competitive salary based on experience.
• Paid Time Off (PTO).
• Professional development opportunities.
• Collaborative and growing work environment.