Office Manager

About the Role We are a small civil engineering firm looking for a dependable, organized, and proactive Office Manager to keep our office running smoothly and to support our team of engineers in their day-to-day project work. This is a hands-on, mid-level role that blends general office administration, project administrative support, and bookkeeping. You will be the operational backbone of the firm, working directly alongside our engineers to keep projects, clients, and the office on track. This role is ideal for someone who likes variety, takes ownership of details, and enjoys being the go-to person in a small, collaborative environment. Key Responsibilities General Office Administration

• Serve as the first point of contact for the office: greet visitors, answer phones, manage incoming mail and deliveries.
• Maintain a professional, organized, and well-stocked office environment, including supplies, kitchen, conference rooms, and common areas.
• Manage relationships with vendors and service providers (cleaning, IT, copier/printer, building landlord, utilities, etc.).
• Coordinate office events, team meetings, and travel arrangements as needed.
• Maintain organized digital and physical filing systems for company records and correspondence. Project Administrative Support
• Work directly with engineers to support active projects with administrative tasks, deadlines, and deliverable tracking.
• Assist with preparation, formatting, and assembly of proposals, reports, contracts, and project deliverables.
• Set up and maintain project files, ensuring documents are saved, named, and organized according to firm standards.
• Track project correspondence, transmittals, submittals, and key dates; remind engineers of upcoming deadlines.
• Coordinate with clients, sub-consultants, and reviewing agencies on routine administrative matters (scheduling, document delivery, status updates).
• Help process permit applications, fee payments, and other project-related paperwork. Bookkeeping & Billing
• Manage day-to-day bookkeeping, including accounts payable and accounts receivable.
• Prepare and send client invoices on a regular billing cycle; follow up on outstanding receivables.
• Process vendor bills, expense reports, and reimbursements; ensure timely payments.
• Reconcile bank and credit card accounts; maintain accurate, up-to-date financial records.
• Coordinate with the firm's outside accountant or CPA on monthly close, payroll, and tax filings.
• Track project budgets and billable hours in coordination with engineers; flag overruns or billing issues.
• Maintain confidentiality of financial, client, and personnel information. Qualifications Required
• 3+ years of experience in an office management, administrative, or operations role, ideally in a professional services or engineering/architecture/construction environment.
• Demonstrated experience with bookkeeping and billing, including AP/AR, invoicing, and basic financial reconciliation.
• Strong proficiency with standard office software (Microsoft Office or Google Workspace, Outlook/Gmail, Word/Docs, Excel/Sheets, PDF tools).
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills; professional, client-ready demeanor.
• Discretion and good judgment when handling confidential information.
• Ability to work independently and take ownership of office operations with minimal supervision. Preferred
• Experience supporting engineers, architects, or other technical professionals.
• Familiarity with bookkeeping software such as QuickBooks.
• Exposure to project-based billing, time tracking, or job cost accounting.
• Working knowledge of civil engineering terminology, public-sector clients, sub-consultants, and permitting processes. Key Skills & Attributes
• Must have a positive attitude
• Highly organized self-starter who thrives in a small-team environment.
• Strong follow-through; comfortable owning tasks from start to finish.
• Approachable, collaborative, and service-oriented toward both colleagues and clients.
• Calm under pressure with the ability to juggle competing deadlines.
• Comfortable wearing many hats and willing to pitch in wherever needed. Schedule & Compensation
• Full-time, on-site position; standard business hours, Monday through Friday.
• Competitive salary commensurate with experience.
• Benefits package including health insurance (not sure what else)
• Matching 401K
• 3 weeks

PTO Pay:

$20.00 - $24.00 per hour

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person