Office Manager / Executive Assistant

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Job Overview
Loudermilk Homes is seeking a proactive, detail-oriented Office Manager/Executive Assistant to support our Western North Carolina division. This role ensures smooth daily operations, maintains vendor housing, supports project teams, and delivers exceptional office management, event coordination, and administrative support.

This position is essential to keeping our division organized, efficient, and aligned with Loudermilk Homes’ mission and quality standards.

CORE FOCUS AREAS:

• Office Management & Operations
• Meeting & Event Planning
• Bookkeeping / Data Entry
• Vendor Housing / Property Management
• Division & Project Support

ESSENTIAL DUTIES & RESPONSIBILITIES

Office Management & Administration

• Manage office supplies, beverages, medicine cabinet, cleaning supplies, and equipment.
• Oversee office maintenance routines, including pest control, cleaners, landscapers, HVAC, propane, septic, etc.
• Monitor office equipment (printers, accessories) and request service as needed.
• Handle incoming/outgoing mail and general clerical tasks.
• Manage business cards, utilities, and office vendor relationships.
• Administer Verizon mobile accounts: add/remove lines, order devices, audit usage.
• Track and coordinate company fleet vehicle mileage, recalls, and maintenance reminders.

Meeting & Event Planning

• Plan and coordinate events for clients, employees, vendors, and subcontractors.
• Organize catering, menus, supplies, invitations, attendance lists, and logistics.
• Arrange travel for special events including IBS (flights, hotels, conference registration).
• Support corporate gifting, special occasions, team meetings, and celebrations.
• Take and distribute meeting minutes as needed.

Bookkeeping & Data Entry

• Assist in entering bills into QuickBooks and BuilderTrend.
• Aid in accounting functions including A/P, A/R, credit card reconciliation, time keeping, etc.

Vendor Housing / Property Management

• Manage all vendor and subcontractor housing logistics, including scheduling, check-ins/outs, and facility readiness.
• Maintain calendars for vendor boarding and ensure housing facilities remain clean, stocked, and well-maintained.
• Oversee weekly cleaning, laundry, deep cleans, linens, and general upkeep.
• Enforce house rules and ensure appliances and systems function properly.
• Arrange external accommodations when internal housing is full.

Division Support & Field Operations

• Visit job sites to take photos/videos and upload to proper locations (BuilderTrend, Google Drive).
• Manage, monitor, and inventory Arlo jobsite cameras.
• Assist with BuilderTrend and Google Drive version control and documentation organization.
• Maintain and publish division Slot Board weekly.
• Update the Capacity Planner weekly.
• Order punch materials and project selections upon request.
• Support utility service setup, permit requests, and signage creation for project needs.
• Provide strong administrative support to the Division Manager, Preconstruction Manager, and Project Managers.

Human Resources Support

• Post open positions and review applications for initial qualification.
• Maintain job board listings and company recruitment profiles.
• Coordinate new-hire onboarding: DISC assessments, equipment preferences, email setup, training emails, and Day-1 walkthrough.
• Prepare workstations, laptops, tablets, and software setups for new hires.
• Facilitate the Mentorship Program: scheduling, monitoring progress, reporting, and celebrating completion.
• Send work-anniversary communications to employees.

Marketing Support

• Manage plaque design requests, ensuring brand compliance and approval workflow.
• Coordinate production, delivery, and installation of plaques in NC and ATL offices.

QUALIFICATIONS

• 1+ year experience with Microsoft Excel (preferred).
• Strong organizational and multitasking abilities.
• Skilled in customer service, communication, and schedule coordination.
• Proficiency with Office 365, G-Suite, and general technology setup.
• QuickBooks experience.
• Notary (or willingness to obtain)
• Ability to work in a fast-paced, hands-on environment.
• Comfortable managing multiple responsibilities—from office tasks to field-support assignments.
• Paralegal experience (preferred, not required)

SCHEDULE

• Monday–Friday
• On-site at Cashiers, NC office

Job Type: Full-time

Pay: $48,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person