Benefits:

401(k)

Dental insurance

Health insurance

Paid time off

Job Summary

The Office Manager will be responsible for overseeing the day-to-day administrative and operational activities of our construction office. The ideal candidate has a solid background in administrative management, strong communication skills, and a keen ability to coordinate multiple priorities. This role requires close collaboration with project managers, field teams, and various departments to ensure the smooth and efficient functioning of office operations. The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures.

Administrative Management

Serve as the primary point of contact for all office-related inquiries.

Manage office supplies, equipment, and inventory; coordinate with vendors for repairs and maintenance.

Maintain a professional and organized office environment by setting and enforcing office policies and procedures.

Document Control

Organize and maintain accurate records, files, and correspondence related to projects, permits, and regulatory documents.

Coordinate with project managers to ensure all documentation (contracts, submittals, change orders, etc.) is up to date, properly stored, and easily accessible.

Financial Administration

Assist with invoicing, expense tracking, and basic accounting tasks in collaboration with the accounting department.

Prepare and submit weekly/monthly reports on office expenses, petty cash, and budget allocations.

Oversee vendor invoices, purchase orders, and payments, ensuring accuracy and timely processing.

Scheduling & Coordination

Manage calendars for senior management, project managers, and office-wide meetings.

Coordinate logistics for internal and external meetings, including preparing agendas and arranging facilities.

Assist with travel arrangements, hotel bookings, and itineraries for staff as needed.

Human Resources Support

Assist with recruitment processes such as posting job ads, scheduling interviews, and coordinating onboarding documentation.

Maintain personnel files, track employee attendance, and manage time-off requests.

Oversee new hire onboarding, including safety and compliance training coordination.

Compliance & Safety Support

Work closely with the safety officer to ensure office compliance with OSHA standards and other relevant regulations.

Maintain records of employee certifications, safety training, and incident reports.

Support the distribution and documentation of safety policies and procedures.

Communication & Coordination

Serve as a liaison between field teams, subcontractors, clients, and the main office.

Manage incoming and outgoing communication, including emails, calls, and mail distribution.

Coordinate with outside vendors and service providers (IT support, insurance companies, etc.) as needed.

Process Improvement

Evaluate and refine existing administrative workflows to increase efficiency and reduce costs.

Proactively identify areas for improvement and implement best practices for office operations.

Qualifications

High school diploma/GED required, some college preferred

Previous experience as an Office Manager or similar position preferred

Understanding of office equipment, systems, and procedures

Skilled in Microsoft Office, Excel, and Outlook

Excellent time management skills and ability to prioritize multiple tasks

Strong problem-solving skills and attention to detail

Excellent verbal and written communication skills