Office Manager/Operations

Office ManagerPosition OverviewThe Office Manager supports daily operations for a construction-industry organization that provides an online bid-reporting service to contractors, sub contractors, architects, and project owners. This role ensures the smooth functioning of the office, supports internal systems related to digital plan distribution and bid reporting, and maintains a professional, service-oriented environment for both staff and customers.The Office Manager is central to coordinating communication, organizing project documentation, supporting members and subscribers, and keeping office operations aligned with the construction bidding cycle.---Key ResponsibilitiesAdministrative & Operational Coordination· Oversee daily office operations and ensure the workspace remains organized, functional, and ready to support construction-related workflows.· Manage incoming project documentation (plans, specs, addenda) and coordinate with internal staff to ensure timely upload or processing in the online reporting system.· Monitor bid deadlines, callbacks, and key dates to help maintain accurate project information.· Maintain office supplies, equipment, and vendor relationships including IT, printing, scanning, and plan reproduction services.· Manage digital file organization for project manuals, drawings, and related documents.Customer & Member Support· Assist members with inquiries related to the online bid-reporting platform, membership, account access, and document availability.· Greet and support walk-in customers—often contractors seeking plans, specs, or membership services—in a professional and helpful manner.· Facilitate membership account setup, and updates to company information and user changes.Project Document & Data Handling· Support the internal team by helping when needed to organize drawing sets, spec sections, addenda, and document updates as they come in from architects, issuers and project owners.· Ensure accuracy and consistency in project naming conventions, schedules, bid dates, and project status updates in the reporting system.· Coordinate uploading, and digital file management for construction documents.Facility & Technology Support· Coordinate with IT vendors to support the online reporting platform, office hardware, network issues, and staff workstations.· Manage building access, security procedures, and office equipment maintenance.· Serve as the first line of support for minor IT issues before escalation (password resets, workstation setup, simple troubleshooting).Staff & Leadership Support· Assist management with scheduling, meeting coordination, and administrative tasks.· Support new employee onboarding, including workspace setup, access credentials, and training coordination.· Help maintain smooth workflow and communication between operations, IT, scanning/production, and customer service.---QualificationsRequired· 2–4 years of experience in office administration, operations, or construction-related administrative support.· Proficiency with office software and comfort with digital file management (PDF, spreadsheets, basic IT tools).· Strong understanding of construction documents (plans, specs, addenda) and the bidding process—or willingness to learn.· Excellent communication and customer service skills, especially when working with contractors and industry professionals.· Strong organizational skills and the ability to manage multiple projects and deadlines.Preferred· Experience with online plan centers, builders exchanges, or construction bid-reporting systems.· Familiarity with basic IT troubleshooting, scanners, reprographic equipment, or digital document workflows.· Experience working in a fast-paced environment tied to bid cycles and deadline-driven work.---Core Competencies· Deadline Awareness: Understands the significance of bid due dates and project timelines.· Detail Orientation: Ensures accuracy in document handling, file naming, and project updates.· Customer Focus: Able to support contractors and members with professionalism and clarity.· Problem-Solving: Quickly resolves operational issues and supports staff through changing priorities.· Adaptability: Thrives in a dynamic environment with frequent document updates and project changes.---Work Environment· Full-time, onsite within the office environment (front desk/reception exposure typical).· Interaction with contractors, architects, and internal staff throughout the day.· May involve light lifting (plan paper, boxes of documents, 25 lbs).· Occasional extended hours for fund raising projects