Office Manager

Job Description:

Overview:

The Office Manager is responsible for overseeing the daily operations of the office, ensuring efficiency and effectiveness in administrative processes. This role involves supervising administrative staff, maintaining office equipment and supplies, coordinating office activities, and supporting project teams and senior leadership. The Office Manager also plays a key role in implementing office policies, managing records, and assisting with HR-related tasks such as onboarding and training.

Responsibilities:

• Supervise and support administrative staff, delegating tasks, monitoring workload, and ensuring efficient office operations.

• Collaborate with senior leadership to develop and implement office policies and procedures that enhance workflow, productivity, and overall operational efficiency.

• Oversee office supply inventory, ordering materials as needed and ensuring cost-effective purchasing.

• Maintain office equipment and coordinate repairs or replacements as necessary.

• Process and distribute confidential and sensitive information and documents.

• Coordinate calendars, schedules, meetings, trainings, and travel arrangements for project teams and senior leadership.

• Prepare meeting agendas and coordinate catering for luncheons, celebrations, and client or internal meetings.

• Assist with human resources tasks, including onboarding and training new employees.

• Evaluate administrative staff performance and provide feedback, coaching, and support as needed.

• Manage office correspondence, including drafting and reviewing reports, proposals, letters, and memorandums.

• Support multiple Project Managers and Vice Presidents with documentation and administrative needs related to project execution and delivery.

• Provide general administrative support, including filing, retrieving, scanning, photocopying, and faxing documents.

• Serve as a point of contact for employees regarding office procedures, resources, and operational support.

• Foster a positive office culture by organizing team-building activities and maintaining a professional, welcoming work environment.

Qualifications:

• Minimum of seven (7) years of experience in an administrative or office management role.

• High school diploma or equivalent; Associate's degree or higher preferred.

• Previous experience handling highly sensitive and confidential information.

• Strong leadership skills with the ability to supervise and mentor administrative staff.

• Advanced proficiency in Microsoft Office Suite, specifically Excel and Word.

• Exceptional verbal and written communication skills.

• Effective interpersonal skills with the ability to interact professionally with employees at all levels of the organization.

• Strong problem-solving skills and the ability to make informed decisions.

• High attention to detail and accuracy in work products.

• Ability to manage multiple priorities, meet deadlines, and adapt to changing work assignments.

• Dependable and reliable work ethic.

• Experience in the architecture, engineering, and construction (AEC) industry preferred.

• Experience with Deltek Vantagepoint preferred.

• Availability to work Monday through Friday, 8:00 AM – 5:00 PM, with occasional overtime as needed.

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If you need an accommodation or assistance with completing your application due to a disability or special need, please contact our team at [email protected] or call (210) 375-9000.

EEO Statement:

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.