Office Manager

About the role

The Office Manager at Salas O’Brien supports Project Managers and fosters the firm's culture. Key responsibilities include processing construction administration documentation, managing project schedules, and supporting business development.

Responsibilities

• Aid in processing Construction Administration (CA) documentation, such as submittals, RFIs, field reports, and meeting minutes.
• Download, organize, distribute, and file project documentation, ensuring relevant team members are notified of required actions.
• Maintain and update project tracking logs for submittals, RFIs, change orders, and other project deliverables.
• Monitor and assist with tracking project schedules, milestones, deadlines, and deliverable due dates.
• Coordinate office operations, including supply inventory management, ordering office materials, and maintaining office resources.
• Organize and coordinate team lunches, training sessions, meetings, and other office events, including room setup and logistics.
• Provide administrative support to management staff by editing and formatting reports, proposals, meeting materials, and other business documents.
• Assist with project number requests, project setup documentation, and project-related administrative processes.
• Support specification development and compilation by organizing and formatting specification documents and related materials.
• Conduct market research to identify potential project opportunities, target clients, industry trends, and strategic business development prospects.
• Research and compile client, consultant, contractor, and industry contact information to support business development initiatives.
• Attend meetings as requested and prepare detailed meeting notes, action item lists, and follow-up documentation.
• Compile, organize, update, and distribute plan sets and drawing packages for project teams and client presentations.
• Prepare and handwrite client appreciation and thank-you notes to support client relationship management initiatives.
• Cook staff parking assignments, office logistics, visitor arrangements, and related administrative activities.
• Review marketing reports, lead tracking information, and business development metrics to identify potential opportunities and client engagement efforts.
• Assist with maintaining project and business development databases, contact lists, and internal records.
• Provide general administrative support to project managers, office leadership, and technical staff to improve project efficiency and operational effectiveness.
• Work with Landlord to get issues fixed.
• Prepare items for new staff onboarding.

Requirements

• Self-starter with experience interacting with technical staff and outside clients.
• Must be a Microsoft Excel user.
• Ability to work in a fast-paced and demanding environment.
• Energetic, organized professional with a knowledge of finance-related software.
• Self-sufficient on projects and responsible for organization, communication, implementation, and completion.
• Excellent communication skills (both written and verbal).
• Strong analytical skills.
• Ability to work in a fast-paced and demanding environment.

Qualifications

• Bachelor's degree in Business Administration, Engineering, or a related field.
• Minimum of 2 years of experience in a similar role.
• Experience with Microsoft Office Suite.
• Knowledge of construction administration and project management.

Skills

• Microsoft Excel proficiency.
• Excellent communication skills (written and verbal).
• Strong analytical skills.
• Ability to work in a fast-paced and demanding environment.

Benefits

• Employee ownership model.
• Competitive compensation package.
• Health insurance benefits.
• 401(k) retirement plan.
• Flexible work schedule.
• Professional development opportunities.

Pay

Salary range: $60,000 - $80,000 annually.

Schedule

Full-time position, Monday through Friday, 8:00 AM - 5:00 PM.

Location

Roanoke, VA

Travel

Less than 10%

Equal Opportunity Employer Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws.