Kablio AI

AI Turbo Recruiter

Want to hear how I work? Hit play.Kablio AI applies for you. You just show up to the interviewKablio AI helps you secure roles in construction, clean energy, facilities management, engineering, architecture, sustainability, environment and other physical world sectors.

Get hired, get rewarded!

Land a job through Kablio and earn a 5% salary bonus.

Exclusive benefits

5%Bonus

Office Manager

Mccarthy Building Companies, Inc.

A 160‑year‑old, 100% employee‑owned U.S. construction firm delivering complex building projects nationally.

Oversees office operations and provides executive support

14d ago

$85,000 - $110,000

Intermediate (4-7 years), Expert & Leadership (13+ years), Experienced (8-12 years)

Full Time

Newport Beach, CA

Office Full-Time

Company Size

7,400 Employees

Service Specialisms

Construction services

Project Management

Consulting

Engineering

Design

General Contractor

Turnkey

Sector Specialisms

Healthcare

Education

Science + Technology

Sports + Entertainment

Retail + Hospitality

Industrial

Commercial

Government

Role

What you would be doing

calendar management

travel coordination

budget management

vendor contracts

concur reporting

office coordination

Calendar, schedule and travel management for assigned executives
Plans departmental team-building events, holiday celebrations, and order gifts.
Support and manage overall budget, including prepaid checks, rent increases, One Card accounts and other budgetary duties as assigned.
Collaborates with fellow administrative peers across the region.
Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
Has an eye for detail, cleanliness and organization. Leverage team and resources to ensure a high level of office cleanliness and functionality and address any issues that arise promptly.
Coordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.
Draft, finalize and maintain vendor contracts using AIA software
Perform basic administrative and support functions for office
Supervise, mentor, and lead direct reports to ensure reception duties, operational needs, and inventory levels are exceptional and meet the needs of the office.
Manage expenses and receipts for the office in Concur on a monthly basis.
Review and reconcile office invoices
Maintain a positive and successful relationship with the Building/Property Manager by ensuring rent is paid timely, events are communicated with approval in advance, complaints and issues are addressed immediately, and maintenance needs and requests are submitted promptly and respectfully.
Manages one or more direct reports such as Receptionists or Operations Assistants.
Manage and organize office spaces, such as office assignments, training spaces, conference room bookings, kitchens, and copy centers ensuring all things are in working order.
Order business unit specific break room and office supplies
Serves as primary contact for office staff, leadership, vendors, and select clients
Provide front desk and switchboard coverage as required
Interacts regularly with other Executives and Corporate Department Heads
Forge positive working relationships with all partners in office.
Facilitate and oversee the coordination of transfer and future staff onboarding/offboarding, encompassing seating arrangements, welcome packages, technology, desk setup/teardown, office tours, building access, distribution lists and E-Verify (I9) processes to guarantee a seamless transition
Review and approve timesheets and expense reports for the executive’s direct reports as a delegate, where appropriate. Ensure the accuracy of cost and time allocations in alignment with department goals and budgets.
Support the execution of internal office events and celebrations and ensure adequate communication strategies. Acknowledge staff birthdays and anniversaries.
Coordinate with Business Development to maintain staff memberships to professional organizations or licenses
Create and maintain office communications strategies for office staff.
Keeps department executives informed and aware of events, visits, milestones, and achievements.
Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
Cultivate an atmosphere of openness and inclusivity for all external and internal partners and visitors, fostering a welcoming environment reflective of our organizational core values
Track, maintain and report on various data to support executives as well as lead special projects as assigned

What you bring

outlook

office suite

10+ years

office management