Office Manager

Pape-Dawson, Florida; Fort Myers (FL); On-site; USD 48,000 - 64,000; Full time

Job summary

Pape-Dawson Engineers in Fort Myers, FL, seeks an experienced Office Manager to oversee daily operations, supervise administrative staff, and ensure efficient processes across the office. You will implement office policies, manage records, assist with onboarding and training, coordinate calendars and travel, and support project teams and senior leadership.

The role requires seven years of relevant experience, strong leadership, and advanced MS Office skills; familiarity with Deltek Vantagepoint

Qualifications

• Seven years of experience in administrative or office management.
• High school diploma or equivalent; Associate's degree or higher preferred.
• Experience handling highly sensitive and confidential information.
• Strong leadership and mentoring abilities.
• Advanced proficiency in Microsoft Office (Excel and Word).
• Excellent verbal and written communication.
• Ability to manage multiple priorities and meet deadlines.
• Experience in the AEC industry and Deltek Vantagepoint preferred.
• Availability Monday–Friday 8:00–5:00 with occasional overtime.

Responsibilities

• Supervise and support administrative staff and monitor workload.
• Collaborate with senior leadership to implement office policies and procedures.
• Oversee office supply inventory and cost-effective purchasing.
• Maintain office equipment and coordinate repairs or replacements.
• Process and distribute confidential information and documents.
• Coordinate calendars, meetings, trainings, and travel for teams and leadership.
• Prepare meeting agendas and coordinate catering for events.
• Assist with onboarding and training new employees.
• Evaluate staff performance and provide coaching and feedback.
• Manage office correspondence and draft reports and memos.
• Support project managers and VPs with documentation needs.
• Provide general administrative support including filing, scanning, and proofreading.
• Serve as point of contact for office procedures and resources.
• Foster a positive office culture with team-building activities.

Skills

Leadership

Communication

Problem-solving

Attention to detail

Time management

Interpersonal skills

Mentoring

Project coordination

Education

High school diploma or equivalent

Associate's degree or higher preferred

Tools

Microsoft Excel

Microsoft Word

Deltek Vantagepoint

Job description

Job Description

The Office Manager is responsible for overseeing the daily operations of the office, ensuring efficiency and effectiveness in administrative processes.

This role involves supervising administrative staff, maintaining office equipment and supplies, coordinating office activities, and supporting project teams and senior leadership.

The Office Manager also plays a key role in implementing office policies, managing records, and assisting with HR-related tasks such as onboarding and training.

Responsibilities

• Supervise and support administrative staff, delegating tasks, monitoring workload, and ensuring efficient office operations.
• Collaborate with senior leadership to develop and implement office policies and procedures that enhance workflow, productivity, and overall operational efficiency.
• Oversee office supply inventory, ordering materials as needed and ensuring cost-effective purchasing.
• Maintain office equipment and coordinate repairs or replacements as necessary.
• Process and distribute confidential and sensitive information and documents.
• Coordinate calendars, schedules, meetings, trainings, and travel arrangements for project teams and senior leadership.
• Prepare meeting agendas and coordinate catering for luncheons, celebrations, and client or internal meetings.
• Assist with human resources tasks, including onboarding and training new employees.
• Evaluate administrative staff performance and provide feedback, coaching, and support as needed.
• Manage office correspondence, including drafting and reviewing reports, proposals, letters, and memorandums.
• Support multiple Project Managers and Vice Presidents with documentation and administrative needs related to project execution and delivery.
• Provide general administrative support, including filing, retrieving, scanning, photocopying, and faxing documents.
• Serve as a point of contact for employees regarding office procedures, resources, and operational support.
• Foster a positive office culture by organizing team-building activities and maintaining a professional, welcoming work environment.

Qualifications

• Minimum of seven (7) years of experience in an administrative or office management role.
• High school diploma or equivalent; Associate's degree or higher preferred.
• Previous experience handling highly sensitive and confidential information.
• Strong leadership skills with the ability to supervise and mentor administrative staff.
• Advanced proficiency in Microsoft Office Suite, specifically Excel and Word.
• Exceptional verbal and written communication skills.
• Effective interpersonal skills with the ability to interact professionally with employees at all levels.
• Strong problem-solving skills and the ability to make informed decisions.
• High attention to detail and accuracy in work products.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing work assignments.
• Dependable and reliable work ethic.
• Experience in the architecture, engineering, and construction (AEC) industry preferred.
• Experience with Deltek Vantagepoint preferred.
• Availability to work Monday through Friday, 8:00 AM - 5:00 PM, with occasional overtime as needed.

EEO Statement

All qualified applicants for Pape-Dawson Engineers will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Pape-Dawson is a leading civil engineering and professional services firm, with a history of delivering award-winning infrastructure and development projects with national impact. Our diverse team of experts is passionate about solving complex problems and making a difference in our communities.

We offer career opportunities in a company culture that values personal growth and professional excellence. With world-class benefits and a commitment to your overall wellbeing, Pape-Dawson is a place where you can thrive both personally and professionally.