About Five Star Contracting

Five Star Contracting is a general contractor specializing in high-rise residential building renovations, suite turnovers, maintenance repairs and related construction services.

We work with property management companies and building teams to coordinate renovation projects, repairs and ongoing maintenance across multiple residential properties.

We are seeking an organized, proactive and detail-oriented Construction Office Manager to oversee daily office operations, coordinate projects and trades, manage invoicing and accounts receivable, prepare quotations, and maintain strong relationships with our clients, subcontractors and suppliers.

The ideal candidate has previous construction industry experience, excellent organizational skills, strong administrative and financial capabilities, and the ability to manage multiple priorities independently.

Key ResponsibilitiesOffice Administration and Operations

- Oversee daily office operations and maintain organized project and administrative records.
- Manage incoming emails, client requests and general office correspondence.
- Maintain accurate tracking sheets, schedules, work orders and project documentation.
- Monitor outstanding tasks and ensure timely follow-up and completion.
- Maintain organized electronic files and ensure project documentation is up to date.
- Support management with day-to-day operational and administrative requirements.

Invoicing and Accounts Receivable
- Prepare, review and issue customer invoices accurately and on time.
- Track outstanding accounts receivable and follow up with clients regarding overdue payments.
- Monitor invoice approvals, payment status and discrepancies.
- Maintain accurate records of purchase orders, work orders, approved extras and change orders.
- Reconcile customer payments and assist with resolving billing discrepancies.
- Coordinate with suppliers and subcontractors regarding invoices, purchase orders and supporting documentation.
- Maintain accurate financial records using QuickBooks Online.

Quotations and Estimating
- Prepare quotations for renovation projects, suite turnovers,



service repairs and other construction work.
- Review work requests, scopes of work and project details to prepare draft quotations for management review and approval.
- Obtain pricing from suppliers and subcontractors as required.
- Gather and organize labour, material and subcontractor pricing to assist with quotation preparation.
- Follow up on outstanding quotations and maintain an updated quote tracking sheet.
- Prepare revised quotations and change orders based on updated scopes of work or management instructions.
- Maintain organized records of quotations, revisions, approvals and supporting documentation.
- Coordinate with management to ensure quotations are complete, accurate and submitted within required deadlines.

Construction Scheduling and Coordination
- Coordinate and schedule suite turnovers, renovation work, service repairs and outstanding deficiencies.
- Communicate with property managers, building superintendents, subcontractors, technicians and tenants.
- Confirm unit access, scheduling requirements and tenant notifications.
- Coordinate subcontractors and trades to ensure work is completed efficiently and in the correct sequence.
- Manage schedule changes, cancellations, rescheduling and urgent service requests.
- Track outstanding work, deficiencies and project completion status.
- Ensure necessary approvals and documentation are obtained before work proceeds.
- Follow up with the project team to ensure scheduled work is completed and outstanding issues are addressed.

Client, Supplier and Subcontractor Relations
- Maintain professional relationships with property management clients, suppliers and subcontractors.
- Respond to inquiries and provide timely updates on scheduling,



repairs, invoices and outstanding work.
- Prepare clear, professional emails, notices, quotations and other correspondence.
- Address routine operational issues independently and escalate significant concerns to management when necessary.
- Communicate scheduling changes, delays and other project-related issues promptly and professionally.

Qualifications and Experience
- Minimum 3 years of relevant experience in construction administration, office management or project coordination.
- Previous experience working for a construction contractor, renovation company or property management-related service provider is strongly preferred.
- Experience with invoicing, accounts receivable and payment follow-ups.
- Experience preparing quotations, obtaining supplier pricing and organizing job cost information.
- Proficiency in QuickBooks Online and Microsoft Excel.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to prioritize competing deadlines and manage multiple projects simultaneously.
- Solid problem-solving skills and the ability to work independently with minimal supervision.
- Professional, dependable and comfortable communicating with clients, subcontractors, suppliers and tenants.
- Experience with purchase orders, change orders and construction billing processes is an asset.

What We Offer
- Competitive salary based on experience.
- Stable, full-time employment.
- Opportunity to take ownership of office operations and contribute directly to the company's success.
- Supportive working environment with a close-knit team.

How to Apply Please submit your resume outlining your relevant construction administration, invoicing, accounts receivable, quotation preparation and project coordination experience.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted.

Pay: $60,000.00-$72,000.00 per year

Benefits

- Casual dress
- On-site parking
- Paid time off

Work Location: In person

📌 Construction Office Manager (Toronto)
🏢 Five Star Contracting
📍 Toronto