Office Manager

Office Manager (High-Level / Senior Office Manager) Job Overview We are seeking a proactive, detail-oriented, and leadership-driven Office Manager to oversee daily office operations and serve as a key operational partner in our organization. This is far more than a traditional administrative role — you will manage staff, act as the primary liaison for employees and vendors, ensure compliance with taxes and registrations, handle financial tasks in QuickBooks Online, and align office processes with broader company goals to drive efficiency, employee satisfaction, and profitability. The ideal candidate thrives in a fast-paced environment (likely in the construction/trades industry), brings strong business acumen, and can juggle strategic initiatives with hands-on tasks like vendor negotiations, procurement, and team support. You will help foster a positive workplace culture while keeping operations running smoothly. Key Responsibilities Oversee daily office operations, including answering phones, greeting visitors, filtering sales calls, taking messages, processing mail/packages, and managing shipments. Serve as the primary employee and vendor liaison , building strong relationships, resolving issues, and supporting employee satisfaction and retention. MUST have high proficiency in insurance General Liability, Workmans Comp, and Auto Insurance related to construction businesses. MUST have experience in preparing public bid packages and Bonding.

Manage vendor and subcontractor relationships:

maintain vendor lists, request quotes, negotiate contracts, ensure compliance with purchasing rules, and process payments. Conduct regular audits of truck registrations, taxes, and related compliance documents; ensure adherence to all legal, financial, and regulatory requirements. Maintain accurate inventory of office supplies, toner, forms, and basic shop PPE; reorder within budget guidelines. Utilize QuickBooks Online for financial tasks, including vendor payments, invoicing support, and basic accounting functions. Manage cloud-based filing systems ( Google Drive , Google Sheets) and maintain organized digital records. Draft and format professional documents such as letters, proposals, bid forms, change orders, notices (holidays, weather delays, policy reminders), and company forms (incident reports, purchase requests, checklists).

Support strategic initiatives:

identify process improvements, reduce costs, implement efficiency tools, and contribute ideas for better office culture and employee engagement. Coordinate complex schedules, events, projects, and interdepartmental communication while anticipating needs and proactively solving problems. Handle sensitive information with discretion, mediate conflicts, and promote a positive, collaborative workplace. Partner with senior leadership on operational matters, budgeting support, and special projects (e.g., office expansions or restructuring). Requirements Must-have experience with QuickBooks Online (or similar financial systems). Strong proficiency with Google Drive/Google Workspace and cloud-based filing systems. High-level Microsoft Excel skills (formulas, data analysis, reporting). Industry experience (construction, trades, or similar field preferred, including familiarity with truck registrations, vendor/subcontractor management, and field operations support). 5+ years of progressive administrative, supervisory, or client-facing experience. Bachelor's degree in Business Administration, Accounting, Finance, or a related field (preferred). Demonstrated leadership and people management skills, with the ability to inspire teams and handle conflict resolution. Excellent organizational, analytical, and problem-solving abilities; proven track record managing multiple priorities under pressure. Strong communication skills (verbal and written) and emotional intelligence for interacting with staff, executives, vendors, and clients. Technical proficiency with Microsoft Office, project management tools, and a willingness to adopt new technologies (automation, cloud systems, etc.). Knowledge of basic accounting principles, contract negotiation, compliance, and strategic operational alignment. What We Offer Competitive compensation (salary based on experience) Benefits package : 5 Days Paid Vacation 5 Sick Days Health Insurance 401K Performance Bonuses Full-time schedule: 9:00 AM - 5:30 PM, Monday through Friday Opportunity to grow within a dynamic organization and make a real impact on operations and company culture.

Pay:

$80,000.00 - $90,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Do you have proficient experience in Insurance including General Liability, Auto, Workmans Comp? Do you have experience in Bonding, Bonded projects and preparing public bid packages? Do you have experience working in a Construction or Landscaping company?

Work Location:

In person