Role Description
The Office Manager plays a crucial role in ensuring the smooth and efficient daily operations of our office. This position is responsible for maintaining a welcoming and organized workspace, providing administrative support across departments, managing office facilities and supplies, and coordinating essential business functions. The ideal candidate is proactive, detail-oriented, and capable of handling multiple tasks while fostering a positive and professional office environment.
Key Responsibilities
Front Desk & Guest Relations
• Answer phones and greet guests with a friendly and professional demeanor, ensuring a welcoming experience.
• Provide helpful and personable assistance to employees, clients, and vendors.
Administrative Support
• Manage office-wide calendars, meetings, and events to ensure efficient use of time and resources.
• Maintain and update certificates of insurance, company files (across every department), databases, and records, both physical and digital.
• Oversee vehicle and maintenance records, ensuring license plate renewals are up to date.
• Ensure construction licenses are current and compliant across all required jurisdictions.
• Coordinate incoming and outgoing mail and manage all package deliveries efficiently.
Office Operations
• Monitor and replenish office & kitchen supplies (including snacks, beer, and wine) while managing vendor relationships for cost-effective procurement.
• Ensure the office dishwasher is emptied and ready for use each morning or at a scheduled time.
• Coordinate office maintenance, repairs, and cleanliness by liaising with service providers.
• Supplement office cleaners by wiping down upper and lower kitchen counters, breakroom tables, and patio tables (in warm months) daily.
• Ensure that the workspace layout meets the needs of employees and complies with safety regulations.
• Oversee office equipment like printers, phones, and security system, ensuring proper functionality and that all printers remain stocked with paper and ready to use.
• Work with the IT department or external providers to address tech-related issues promptly.
Employee Support
• Assist with onboarding new employees by setting up workspaces, equipment, and introductory resources.
• Assist departments with clerical tasks, including scanning, data entry, phone/email correspondence, and document preparation.
• Serve as the primary contact for office-related questions and concerns.
• Assist in organizing team-building activities, employee recognition programs, and office events.
• Prepare, organize, and clean up for management and third-party meetings held in office conference rooms.
Policy and Compliance
• Ensure the office complies with health and safety regulations, such as first-aid kits and fire extinguishers.
Miscellaneous
• Willingness to take on ad hoc projects or tasks as assigned by senior leadership in Finance, Operations, or Estimating and department heads in Marketing, Business Development, or Human Resources.
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