Office Manager

Pape-Dawson Engineers; Fort Myers (FL); On-site; USD 55,000 - 75,000; Full time

Job summary

Pape-Dawson Engineers in Fort Myers, FL seeks an experienced Office Manager to oversee daily operations and administrative staff. You will implement office policies, supervise staff, manage records, and assist with onboarding and HR tasks.

The role supports project teams and senior leadership across the firm. The successful candidate will have at least seven years in admin/office management, strong MS Office skills, confidentiality experience, and a background in the AEC industry.

Qualifications

• Seven years of experience in an administrative or office management role.
• High school diploma or equivalent; Associate degree preferred.
• Experience handling highly confidential information.
• Strong leadership to supervise administrative staff.
• Advanced proficiency in Excel and Word.
• Excellent verbal and written communication.
• AEC industry experience and Deltek Vantagepoint familiarity preferred.
• Mon-Fri 8:00 AM - 5:00 PM with occasional overtime.

Responsibilities

• Supervise administrative staff, delegating tasks and monitoring workload.
• Collaborate with senior leadership to develop and implement office policies and procedures.
• Oversee office supply inventory, ordering materials and cost-effective purchasing.
• Maintain office equipment and coordinate repairs or replacements.
• Process and distribute confidential information and documents.
• Coordinate calendars, schedules, meetings, trainings, and travel for project teams and senior leadership.
• Prepare meeting agendas and coordinate catering for luncheons and meetings.
• Assist with onboarding and training new employees.
• Evaluate administrative staff performance and provide feedback, coaching, and support.
• Manage office correspondence including drafting reports, proposals, letters, memorandums.
• Support multiple Project Managers and VPs with documentation for project delivery.
• Provide general administrative support: filing, scanning, faxing, etc.
• Serve as a point of contact for employees regarding procedures and resources.
• Foster a positive office culture with team-building activities.

Skills

Office leadership

MS Office

Excel

Communication

Multitasking

HR onboarding

AEC familiarity

Education

High school diploma

Associate degree preferred

Tools

Deltek Vantagepoint

Job description

Job Description

Overview

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 of the organization.
• 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

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.