Office Manager & Operations Coordinator

Essential Duties & Responsibilities

• Serve as the primary point of contact for the division office.
• Provide administrative support to the Division Vice President and local management team.
• Cook up meetings, calendars, visitors, and office communications.
• Manage office supplies, equipment, furniture, and vendor relationships.
• Cook up mail, shipments, deliveries, and office logistics.
• Aid with special projects and operational initiatives as assigned.
• Help establish and improve administrative processes and office procedures.

Human Resources & Employee Support

• Coordinate new hire onboarding activities.
• Maintain personnel files and local employment records.
• Aid with benefits administration and employee communications.
• Cook up office orientation and facility access.
• Act as a local resource for employee administrative needs while coordinating with corporate HR.

Accounting & Financial Support

• Support the Division Finance Manager with day-to-day financial administration.
• Process invoices and supporting documentation.
• Aid with accounts payable and vendor coordination.
• Assist with expense reports, corporate credit card tracking, and supporting reconciliations.
• Provide backup support for future bookkeeping functions as the division grows.
• Aid with vendor onboarding and qualification.
• Aid with customer and subcontractor communications as required.

Facility & Asset Management

• Coordinate office maintenance and facility needs.
• Manage relationships with building management and local service providers.

Required Skills & Experience

• 5+ years of experience in office management, construction administration, bookkeeping, project coordination, or a similar role.
• Strong organizational and administrative skills.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• High attention to detail and commitment to accuracy.
• Ability to work independently with limited supervision.