Office Manager

Overview

Manage corporate office operations, support staff, vendors, and senior executives.

Key Responsibilities

• equipment maintenance
• event coordination
• front desk
• meeting coordination
• vendor management
• inventory management

Tasks

-Streamline administrative procedures; create checklists. -Ensure the operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and setting up new equipment. -General housekeeping duties to include loading/unloading dishwasher, watering plants, maintaining general kitchen/office/conference room tidiness, ensuring storage rooms are organized, and responsible for stocking and maintaining the mail/printer room. -Special event coordination, such as leadership, business development, and marketing meetings. To include site selection, contract negotiation, vendor management, catering, and excursions. -Partner with HR to maintain office policies as necessary. -Represent the company at our reception desk, greet and provide general support to employees, visitors, clients, and vendors. Provide information by answering questions and requests. -Coordinate workflow and all relevant paperwork to prepare senior executives for meetings, interviews, and presentations. -Maintain an accurate listing of continual items/issues and track their completion. -Schedule and coordinate meetings; prepare draft meeting minutes. -Point person for maintenance, mailings, shipping, supplies, equipment, ordering meals, and errands. -File (paper and electronic), fax, copy, print, and distribute mail. -Maintain records, create and maintain charts, graphs, spreadsheets, and databases. -Ensure local new hires have the necessary assets in a dedicated space on day 1 and general onboarding of local new hires (badge, tour, where to find supplies, emergency exit plan, IT equipment set-up, and in working order). -Manage relationships with vendors, service providers, building maintenance, and property managers. -Develop and cascade intra-office/company communications, proofread documents, and assist with the preparation of presentations. -Schedule appointments, update calendars, and assist with travel arrangements. -Oversee supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. -Manage the seating chart (assign space for new hires, be in charge of any office/cubicle moves, reallocate space as needed, ensure existing offices/cubicles are cleaned out and ready for use). -Engaging in sensitive and confidential matters with the strictest confidence. -Complete expense reports timely and accurately for multiple senior staff.

Requirements

• microsoft office
• outlook
• 5+ years
• office manager
• project management
• proactive

What You Bring

-Energetic professional who does not mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people. -Positive attitude and flexibility in an environment of tight deadlines, frequent interruptions, unresolved problems, changes, and unexpected events. -Able and willing to work every day from the office. -Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service. -Able to maintain high standards despite pressing deadlines; establish high standards and measures; do work right the first time and inspect material for flaws; reinforce excellence as a fundamental priority. -Able to produce high-quality work consistently on multiple assignments, in a deadline-driven environment, with superior organization and project management skills. Ability to anticipate and seek out needs and ask for further clarification when necessary. -Prior experience with a professional services firm, preferably in engineering or construction. -2 or 4-year degree preferred. -Minimum of five (5) years of professional experience as an Office Manager or Executive Assistant. -High School diploma or equivalent. -Self-motivated and proactive; demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency. -Able to handle confidential and time-sensitive information with discretion and independent judgment. -Able to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members. -Proficiency in Microsoft Office (Word, Excel, PowerPoint), and Outlook (Calendar and Address functions).

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Benefits

-10 Paid Holidays -100% company-paid benefits including Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Spouse and Dependent Life & AD&D, Short Term Disability (STD), Long Term Disability (LTD) (after 60-day waiting period for STD & LTD only), Employee Assistance Program, and Health Advocate -Sick Leave (5 days/year) -Voluntary benefits at discounted group rates for accident, critical illness, and hospital indemnity -Paid Parental Leave Program -Paid Time Off (15 days/year) -Group health & welfare benefits, including options for medical, dental, and vision -401(k) Plan (company matching contributions up to 4%)

About Mwh

-Revolutionizing clean water amid cholera outbreaks. -Operates nationwide in the U.S. with affiliates Slayden and Methuen. -Specializes in water, wastewater, industrial water, heavy civil, and broader infrastructure builds. -Constructed the world's largest ballasted-clarifier facility and tunneled miles for raw water conveyance. -Partners on major ventures like Texas’s Lake Travis system and San Francisco’s biosolids digesters.

Sector Specialisms

Security Clearance

-all positions require pre‑employment screening, including drug and background checks.