Office Manager

Position Summary: 
We are seeking a highly organized, proactive Office Manager to support the day-to-day operations of our Washington, D.C. headquarters. This individual will play a critical role in ensuring smooth office functionality, supporting executive leadership, coordinating with internal departments, and managing key administrative processes essential to a growing commercial construction company. The ideal candidate is detail-oriented, professional, technologically savvy, and comfortable operating in a fast-paced environment.

Primary Duties and Responsibilities: 

Office Administration & Management Responsibilities:

• Serve as the primary point of contact for all visitors, vendors, and external partners.
• Oversee office operations, including supplies, equipment, mail, security access, and vendor relationships.
• Manage meeting room bookings, office calendars, and workspace logistics to ensure optimal utilization and a professional environment.

Executive & Board Support Responsibilities:

• Coordinate logistics for Executive Leadership Team meetings and Board meetings, including scheduling, agendas, materials distribution, catering, and room setup.
• Prepare and maintain meeting minutes, action trackers, and follow-up documentation.
• Support senior executives with administrative tasks, travel planning, and expense coordination as needed.

Vendor & IT Coordination Responsibilities:

• Manage relationships with external service providers, including building management, office supply vendors, and IT support vendors.
• Track IT service tickets, coordinate troubleshooting, and act as the internal liaison for technical support needs.

Regulatory Compliance & License Management Responsibilities:

• Maintain a comprehensive database of business licenses, professional certifications, and regulatory filings.
• Monitor renewal deadlines and ensure timely submission of all required documents for corporate compliance.

Cross-Functional Department Responsibilities:

• Accounting: Assist with invoice processing, credit card reconciliations, expense reports, and vendor onboarding paperwork.
• Marketing: Support scheduling, meeting coordination, proofreading, and logistics for internal and external marketing initiatives.
• Human Resources: Assist with onboarding/offboarding coordination, employee engagement activities, logistics, training, and communications.
  

Essential Skills, Certifications, and Experience:

• 5 years of office administration, operations coordination, or executive support experience (construction industry experience highly preferred).
• Excellent communication skills—written, verbal, and interpersonal.
• Strong organizational skills with proven ability to manage multiple priorities and meet deadlines.
• High proficiency in Microsoft 365 (Outlook, Excel, Word, Teams) and comfort with technology platforms.
• Demonstrated professionalism, discretion, and customer-service mindset.
  
  

Preferred Skills, Certifications, and Experience:

• Experience supporting executive leadership or board governance functions.
• Familiarity with vendor management and IT coordination.
• Knowledge of construction industry licensing, permits, or compliance processes.

Work Environment:

• This position is 100% in-office Monday through Friday.
• Must be comfortable operating in a dynamic, team-oriented environment with frequent interaction across all departments.

Why SmootDC: 

• Competitive salary and benefits package.
• Opportunity to play a meaningful role in a fast-growing, mission-driven commercial construction company.
• Direct exposure to executive decision-making and company-wide operations.
• A collaborative culture that values initiative, accountability, and professional growth.

Smoot Construction Company of Washington, DC (SmootDC) is an Equal Employment Opportunity employer and provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application and job performance procedures.