What are the responsibilities and job description for the Office Manager position at W & A Engineering, LLC?
About the Role:
W&A Engineering is multidisciplinary firm offering civil engineering, landscape architecture, surveying, and program management with offices across the Southeast. Known for our innovative design, efficient engineering, and professional service, W&A is the trusted partner of community leaders and developers driving sustainable growth throughout the United States. We are seeking a full-time, in office, Office Manager / Administrator. The successful candidate will be responsible for ensuring the smooth running of the office, managing administrative tasks, and providing support to the team. This position will play a key role in maintaining a positive work environment and ensuring that all employees have the resources they need to succeed.
Roles and Responsibilities:
- Provide administrative support to all employees.
- Coordinate operations and office activities to promote efficiency and compliance with company policies
- Assist in preparation of project proposals, project setups, bid documents, AR Client statements, CRM database maintenance, and vendor qualifications in all systems
- Assist with vendor invoices, expense reports, credit card reports, and in-house billing expenses
- Responsible for mail, shipping, and receiving activities
- Participate in weekly meetings/scribe for L10 meetings
- Welcome and accommodate office visitors and direct them to the appropriate office or personnel
- Answer and direct incoming phone calls to office and manage correspondence accordingly
- Coordinate schedules, appointments, and meetings, including conference room bookings
- Assist HR Department with various Human Resources tasks including scheduling interviews, reviews, and onboarding tasks.
- Assist the financial department by coordinating with the Accounting Manager and CFO.
- Manage travel arrangements for office employees as needed
- Maintain the office environment, including oversight of office tidiness and order
- Order, track, and maintain inventory of office supplies per monthly budget
- Coordinate office staff activities to ensure maximum efficiency
- Handle sensitive information in a confidential manner
- Plan and coordinate office events
- Manage seasonal office décor
On a typical day, an Office Manager may:
- Coordinate with Project Managers on Proposal/Pursuit management and execution
- Distribute mail and memos to employees within the office
- Support daily operations, such as maintaining a clean work environment within the office
- Assist employees with various requests
- Organize, track and order office supplies
- Facilitate in-office meetings with clients or internal resources
- Assist in onboarding a new employee
Valuable Skills for Success in this Role:
- Aligns with company values: Committed, Accountable, Resourceful, Expanding, and Socially Responsible
- Excellent verbal and written communication skills and interpersonal abilities
- Excellent customer service skills
- Excellent organizational skills, including multitasking, time-management, and attention to detail
- Familiarity with office management procedures
- Ability to work individually and collaborate with others
- Patient and accepting of change
- Competency in Microsoft Office Suite applications, including Teams, Excel, Outlook, and other similar software applications
Career Path Possibilities:
- Variety of roles available as you become familiar with our business
8:00am - 5:00pm in office.