Part-Time Office Manager (Hybrid)

Part-Time Office Manager (Hybrid) Integrated Project Solutions Walnut Creek, CA Job Details Part-time | Contract $35 - $45 an hour 1 day ago Benefits Flexible schedule Qualifications Employee onboarding Accounts receivable Google Workspace Branding Teamwork Customer relationship building Operations management Vendor management Expense management Regulatory compliance Filing HR legal compliance Executive administrative support Mid-level Client relationship development 3 years Personnel records management Client invoicing Business development Bidding project phase Proposal writing Social media content creation Calendar management Implementing HR recruitment processes QuickBooks Recruiting Construction administrative experience Construction CRM system proficiency Safety records management Productivity software Office management Document management Onboarding process management Communication skills Marketing California labor law Full Job Description Part-Time Office Manager (Remote)

Company:

Integrated Project Solutions (IPS)

Location:

Remote (occasional in-person meetings/site visits as needed)

Schedule:

Part-Time (15-25 hours/week)

Employment Type:

1099

Contract Compensation:

$35-$45/hour (commensurate with experience) About the Role Integrated Project Solutions (IPS) is a growing multidisciplinary engineering and construction services firm supporting public agencies and institutional clients across California. We are seeking a proactive, detail-oriented, and highly organized Part-Time Remote Office Manager to support daily operations, compliance, HR functions, and business development activities. This role is critical to maintaining operational efficiency, ensuring regulatory compliance (including public works requirements), and supporting client engagement and outreach efforts. The ideal candidate thrives in a fast-paced, project-driven environment and can independently manage multiple priorities with minimal supervision. Key Responsibilities Administrative & Operational Support Oversee day-to-day remote office operations and provide direct administrative support to leadership and project teams. Maintain and organize digital filing systems for project documents, contracts, proposals, and compliance records. Prepare, format, and coordinate proposals, reports, and bid submissions in alignment with public agency requirements. Manage software subscriptions, licenses, and technology needs for remote staff. Support safety administration, including maintaining training logs, certifications, and incident documentation. Licensing, Registration & Compliance Maintain and track all company licenses and registrations , including engineering licenses, business registrations, and local/state compliance filings. Manage DIR (Department of Industrial Relations) registration , including annual renewals and compliance tracking. Oversee prevailing wage and certified payroll reporting , ensuring accuracy and compliance with California labor regulations. Coordinate labor compliance documentation for public works projects, including subcontractor compliance tracking. Track and manage insurance requirements , policy renewals, and Certificates of Insurance (COIs) for clients and subcontractors. Maintain compliance calendars and proactively manage deadlines to ensure uninterrupted operations. HR, Hiring & Workforce Administration Support recruitment efforts including job postings, candidate screening, interview coordination, and offer preparation. Lead onboarding processes, including HR documentation, system setup, and training coordination. Maintain personnel records, timesheets, and training documentation. Assist with workforce compliance requirements, including labor classifications and documentation for public works projects. Financial & Administrative Support Assist with basic bookkeeping functions, including invoicing, accounts payable/receivable, expense tracking, and vendor coordination. Support project managers with contract administration and documentation tracking. Marketing, Business Development & Customer Outreach Support preparation of proposals, qualifications packages (SOQs), and marketing materials aligned with public agency RFP/RFQ requirements. Maintain and update CRM or client tracking systems , including leads, opportunities, and client interactions. Assist with customer outreach , including follow-ups, scheduling meetings, and maintaining strong client relationships. Coordinate and support industry events, client meetings, and networking activities . Contribute to website updates, social media content, and brand development initiatives. Qualifications 3+ years of experience as an Office Manager, Administrative Coordinator, HR Assistant, or similar role (engineering, construction, or public works experience preferred). Familiarity with DIR requirements, certified payroll, and prevailing wage compliance strongly preferred. Experience supporting hiring, onboarding, and HR administration. Proficiency in Microsoft Office, Google Workspace, and virtual collaboration tools. Basic accounting/bookkeeping skills (QuickBooks or similar preferred). Strong organizational, communication, and multitasking skills. Ability to work independently, maintain confidentiality, and manage competing priorities in a remote environment. Preferred Skills Knowledge of California public works compliance, labor regulations, and contractor reporting requirements . Experience supporting proposal development and marketing in professional services or A/E/C industries. Familiarity with project management or document control systems. Work Environment Fully remote with flexible scheduling. Occasional in-person meetings or site visits may be required. Must maintain a reliable home office setup with high-speed internet.

Pay:

$35.00 - $45.00 per hour

Benefits:

Flexible schedule

Work Location:

Hybrid remote in Walnut Creek, CA 94597