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Seeking an organized, proactive, and detail-oriented Office Manager to oversee daily administration duties and optimize office procedures. In this role, you will be the backbone of a team, creating a pleasant work environment and ensuring high levels of organizational effectiveness.

The primary focus of this position is providing exceptional administrative and project support to a team of engineers and inspectors, particularly during the bidding and construction administration phases. If you are a multi-tasker who thrives on keeping projects running smoothly from start to finish, we want to see your resume!!

Key Responsibilities

General Office Operations & Support

• Team Support: Provide direct administrative assistance to engineers and inspectors.
• Front-of-House: Serve as the primary point of contact for visitors, incoming calls, messages, and daily mail.
• Facilities & IT: Maintain office conditions, coordinate necessary repairs, liaise with facility vendors (cleaning, security, maintenance), and collaborate with the IT department on office equipment.
• Financial Admin: Receive and process incoming checks; review and approve office timesheets and expense reports.
• Data Management: Manage filing systems, including the creation of file folders utilizing a standardized numbering system.

Bidding & Construction Administration

• Bidding Process: Advertise bids in newspapers, issue memos to contractors and DBEs, distribute plans/specs to owners, contractors, and plan rooms, and assist with bid tabulations.
• Construction Support: Create and distribute contract documents and supporting materials; prepare executed specification books.
• Compliance: Conduct certified payroll reviews and process contractor pay requests.
• Meeting Coordination: Support pre-construction and progress meetings (prepare roster sign-ins, draft and distribute meeting minutes) and develop Inspector notebooks.

• Experience: Proven track record as an Office Manager, Front Office Manager, or Senior Administrative Assistant (experience in engineering, architecture, or construction environments is a major plus).

• Software Proficiency: Strong proficiency in MS Office, with advanced skills in MS Excel and MS Outlook.

• Technical Savvy: Hands-on experience with standard office machinery (printers, scanners, fax machines) and a quick adaptability to databases.

• Communication: Excellent written and verbal communication skills; ability to collaborate professionally with external vendors, contractors, and clients.

• Core Strengths: Exceptional time management, sharp attention to detail, strong problem-solving abilities, and robust organizational skills.

• Credentials: Must hold a valid Notary Public license or be willing to become a Notary (the company will fully cover all training and certification costs).