Job Description

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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