Office Manager Thales Steel Structures Hialeah, FL Job Details Full-time $23 - $25 an hour 22 hours ago Qualifications Spanish Communication with suppliers Teamwork Microsoft Excel Microsoft Outlook Accounts receivable management English Administrative experience Vendor relationship management QuickBooks Organizational skills Negotiating purchasing contracts Business Administration Associate's degree Construction vendor management Full Job Description Job Description Thales Steel Structures is a family-owned company in the structural steel fabrication and construction industry, seeking a detail-oriented and bilingual Office Manager to join our close-knit team of 7 professionals. In this key role, you'll manage day-to-day office operations, handle financial administration through QuickBooks, coordinate purchasing with vendors, and maintain strong vendor relationships. We're looking for someone who thrives in a family company environment, values quality work, and is ready to make a real impact. What You'll Do Financial & Accounting Management Manage QuickBooks Desktop operations (accounts payable, receivable, reconciliation, reporting) Process expenses, receipts, and support payroll functions Perform monthly bank reconciliations and generate financial reports Track budgets and monitor cash flow Process vendor invoices and manage payments Purchasing & Vendor Management Source materials and supplies for steel construction projects Obtain and evaluate vendor quotes and pricing Negotiate pricing, payment terms, and delivery schedules with vendors Maintain organized vendor database, contracts, and performance records Build and cultivate strong, long-term vendor relationships Coordinate with vendors on project requirements and timelines Resolve vendor issues, discrepancies, and delivery problems Track purchase orders, deliveries, and vendor invoicing Evaluate vendor performance and identify cost-saving opportunities Manage vendor communications in English and Spanish Follow up on quotes, orders, and service requests Office Operations & Administration Welcome clients, visitors, and vendors professionally Answer and manage phone calls in English and Spanish Maintain office supplies inventory and coordinate equipment maintenance Organize filing systems and project documentation Manage office calendar and team scheduling Provide administrative support to all team members Project & Contract Support Assist with project estimates and quoting File and organize project contracts and documents Track Certificates of Insurance for subcontractors Maintain records in Procore/DocuSign platforms Support project coordination with Shop Manager Coordinate with vendors on project-specific needs Bilingual Communication Conduct all communications in English and Spanish Support Spanish-speaking clients and vendors Translate documents as needed Manage vendor relationships with Spanish-speaking suppliers Team Support Assist with special projects and initiatives Support team members during busy periods Identify process improvements and efficiencies Remain flexible and adaptable in a family company environment What We're Looking For Required Qualifications Associate degree in Business Administration, Accounting, Office Management, or related field 2-3 years of administrative or office management experience Advanced QuickBooks Desktop skills (accounts payable/receivable, reconciliation, reporting) Fully bilingual in English and Spanish (verbal and written) Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) Proven experience in purchasing and vendor coordination Strong vendor negotiation and communication skills Strong organizational skills and attention to detail Excellent communication skills (verbal and written) Professional customer service manner Preferred Qualifications Construction or trade industry experience QuickBooks Desktop Certification (or willing to obtain) Experience with Procore or DocuSign Knowledge of construction terminology and processes 3+ years of purchasing or vendor management experience Experience negotiating with multiple vendors simultaneously Familiarity with vendor management systems Skills & Abilities Detail-oriented with strong organizational abilities Excellent vendor negotiation and relationship-building skills Ability to work independently and prioritize multiple vendor requests Problem-solving mindset with ability to resolve vendor issues Adaptable and flexible with changing priorities and vendor needs Strong interpersonal skills and professional demeanor Ability to communicate effectively with diverse vendor personalities Basic understanding of construction industry and materials Comfortable lifting up to 15 pounds occasionally Proactive in identifying vendor opportunities and cost savings Why Join Thales Steel Structures? Family-owned company with stable, long-term vision and values Be part of a small, close-knit team of 7 where your contributions directly impact success Work in the structural steel fabrication and construction industry Opportunity for growth and professional development within a family business Direct support to leadership in a dynamic, collaborative environment Competitive compensation for the role Professional development support (QuickBooks certification, training) Work-life balance in a family-oriented workplace Be valued as a team member, not just an employee Physical Requirements Prolonged periods sitting at a desk and working on a computer Ability to lift up to 15 pounds occasionally Frequent communication with employees, clients, vendors, and visitors Equal Opportunity Thales Steel Structures is an equal opportunity employer committed to building a diverse and inclusive workforce.

Pay:

$23.00 - $25.00 per hour

Work Location:

In person