Office Manager

Description

• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and setting up new equipment.
• Act as the point of contact for new employees during their first initial days, assisting with office-related questions and basic policy guidance.
• Act as the point person for maintenance, mailings, shipping, supplies, equipment, ordering meals, and errands.
• Support HR with the coordination of interviews, including preparing interview rooms, and greeting candidates onsite.
• Ensure a smooth and efficient operational flow of the corporate, field, or project office.
• Develop and cascade intra-office/company communications, streamline administrative procedures, maintain office supply/inventory control and company assets, and administer site badging.
• Schedule and coordinate meetings; prepare draft meeting minutes.
• Create and maintain records, charts, graphs, spreadsheets, and databases.
• Participate in any new hire welcome events or office orientations, reinforcing a positive onboarding experience.
• File (paper and electronic), fax, copy, print and distribute mail.
• Serve as local liaison for HR by relaying employee concerns, policy questions, or engagement issues to the appropriate HR contact.
• Oversee special projects as assigned, keeping leadership properly informed of status, obstacles, and points of interest.
• Maintain employee records (digital and physical) in accordance with company and legal retention policies.
• Engaging in sensitive and confidential matters with the strictest confidence.
• May assist with exit logistics for offboarding employees, including badge retrieval, asset return, and coordination with IT and HR.
• General housekeeping duties to include loading/unloading dishwasher, watering plants, maintaining general kitchen/office/conference room tidiness, ensuring storage rooms are organized, and stocking and maintaining mail/printer room.
• 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.
• Provide coordination for employee recognition initiatives, milestone tracking, engagement activities, and events (local and non-local).
• Coordinate and support onsite onboarding for new hires, including first day logistics, office tours, equipment setup, and safety orientations in collaboration with HR.
• Help maintain compliance with EEO, OSHA, and other HR-related requirements at the regional office level.
• Manage relationships with vendors, service providers, building maintenance and property management.
• Assist in monitoring and updating the office’s organizational chart, contact lists, and seating charts.
• Schedule appointments, update calendars, and assist with travel arrangements.
• Prepare and maintain any new hire paperwork, I-9 verification, and ensure compliance with onboarding checklists and HR protocols.
• Monitor and process routine administrative duties such as accounts payable, expense reports, and supply requisitions.

Requirements

• 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.
• Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service.
• High School diploma or equivalent.
• Experience in handling a wide range of administrative and executive support-related tasks, and ability to work independently with little or no supervision.
• Prior experience with a professional services firm, preferably in engineering or construction.
• Ability to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.
• Ability to maintain high standards despite pressing deadlines.
• Positive attitude and flexibility with frequent interruptions, unresolved problems, changes, and unexpected events.
• Ability and willingness to work onsite from the office five (5) days/week.
• Proficiency in Microsoft office (Word, Excel, PowerPoint), and Outlook (Calendar and Address functions).
• Minimum of three (3) years of professional experience as an Office Admistrator/assistant or Executive Assistant.
• Ability to produce and deliver consistent, high-quality work in a deadline-driven environment.
• 2 or 4-year degree preferred.
• Ability to handle confidential and time-sensitive information with discretion and independent judgment.

Benefits

• 401(k) Plan (company matching contributions up to 4%).
• 10 Paid Holidays
• Paid Parental Leave Program
• 100% Company Paid Benefits: Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Spouse and Dependent Life & AD&D, Short Term Disability (STD), Long Term Disability (LTD), Employee Assistance Program and Health Advocate
• Group health & welfare benefits including options for medical, dental and vision
• Voluntary benefits at discounted group rates for accidents, critical illness, and hospital indemnity
• Flexible Time Off Program (includes vacation and personal time)
• Paid Sick and Safe Leave
• Employee Referral Program

Training + Development

Interview process

Visa Sponsorship

Security clearance