The Office Manager is responsible for managing the daily administrative and clerical operations of the company. Working within a small industrial contractor setting, the Office Manager ensures smooth office functionality, effective communication, and compliance with internal processes and regulatory requirements. This role involves coordinating office activities, supporting multiple departments, and maintaining accurate records and documentation. The Office Manager plays a key role in supporting business operations through efficient organization, attention to detail, and strong interpersonal and communication skills.
Key Responsibilities
Office Administration and Coordination: Oversee day-to-day office operations, ensuring efficient workflows, supply management, and maintenance of a clean and professional work environment. Develop and implement office procedures to support business activities.
Administrative Support: Provide administrative support to executive leadership, project managers, and field personnel. Prepare reports, correspondence, and presentations as needed.
Document Control and Records Management: Maintain organized filing systems for project documents, employee files, contracts, and vendor records. Ensure timely and accurate document retrieval and compliance with company and legal requirements.
Communication and Liaison: Serve as the primary point of contact for internal and external communications. Coordinate with vendors, subcontractors, and clients to ensure timely flow of information and materials.
Procurement and Inventory Support: Assist with procurement of office and project-related materials. Track inventory levels, place orders, and maintain vendor relationships. Ensure proper receipt and documentation of supplies.
Accounting and Billing Support: Coordinate with the accounting department to ensure timely and accurate processing of invoices, purchase orders, time sheets, and expense reports. Support payroll processes and project billing reconciliation.
Scheduling and Calendar Management: Manage calendars and schedule meetings, appointments, and events for office and field staff. Coordinate travel arrangements and logistics as needed.
Compliance and Safety Documentation: Maintain required safety, licensing, and compliance documentation. Assist with onboarding of new employees, ensuring proper documentation and training records.
HR and Employee Support: Support HR functions such as timekeeping, benefits coordination, and employee record maintenance. Assist with recruitment, new hire onboarding, and employee communications.
Technology and Systems Management: Oversee office software systems and troubleshoot basic technical issues.
Project and Operations Support: Provide general support to ensure project execution aligns with administrative goals. Track project milestones and update records in coordination with the operations team.
Alignment with Mission, Vision, and Core Values: Understand and support the company’s mission. Contribute to achieving the company’s vision. Uphold and promote the company’s core values.
Reporting Structure
Reports to: Operations Manager or Executive Team.
Supervises: Administrative Assistants, Receptionist (if applicable).
