Office Administrator – Luxury Custom Homes

Company Description

At Ella Lee Homes, we don’t just build houses—we craft lifestyles. As a premier custom home builder in Phoenix, we are known for our refined craftsmanship, meticulous attention to detail, and a client experience rooted in transparency and trust. Every home we deliver is one-of-a-kind, created in partnership with top designers and trade partners.

We foster a culture of professionalism, collaboration, and continuous improvement—where every team member plays a critical role in delivering residences that exceed expectations.

Job Summary

Join us as a detail-driven, proactive Office Administrator—the organizational heartbeat of our team. You’ll manage purchasing items, maintain critical project files, and keep subcontractors and clients aligned through Buildertrend. From compliance docs to warranty requests, you ensure nothing slips through the cracks. If you thrive working in a fast-paced environment and enjoy keeping complex projects running smoothly, this is your opportunity to join a fast-growing luxury construction company that values precision and excellence at every step.

Responsibilities

Document & Compliance Management: Maintain and audit subcontractor files (insurance, W-9s, licenses, agreements); track renewals for licenses, TPT, insurance, and bonds; manage dust-control logs to ensure compliance.
Project & Change Management: Provide weekly updates to clients and project managers; maintain organized digital/physical jobsite folders; obtain e-signatures for specs, change orders, and contracts via Buildertrend/DocuSign; log and track RFIs and change orders.
Warranty & Closeout Support: Manage the warranty inbox, schedule subcontractor warranty work, and prepare complete closeout packages (manuals, contracts, walkthroughs, 2-10 submissions).
Administrative & Meeting Support: Coordinate supplies; prepare agendas and reports for weekly meetings; manage schedules; ensure timely license and insurance renewals.
Buildertrend Management: Upload and organize documents, specifications, and photos; monitor subcontractor compliance; generate weekly client update summaries via Buildertrend.

Qualifications

4+ years of administrative experience within construction or real estate development.
Proficiency with QuickBooks and construction/project management software such as Buildertrend; adept with cloud-based filing systems.
Excellent organizational, verbal, and written communication skills; proven ability to manage multiple projects and deadlines.
Familiarity with document redlining, change-order management, and basic construction terminology.

Benefits

Competitive salary with performance-based bonuses
Paid time off and holidays
Company phone and laptop
Professional development support and clear growth paths (purchasing coordinator or office manager)
Collaborative, high-integrity culture focused on quality, transparency, and client satisfaction

Compensation

$60,000–$65,000 annually, DOE, plus the benefits listed above.