Office Manager

SWE Solutions; Itasca (IL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health Insurance

100% Employer-paid Dental and Vision

Paid Time Off

Paid Holidays

Flexible Work Schedule

Professional Development Opportunities

Bonus Incentive Program

401(k) Retirement Plan

Company-Sponsored Events and Team Arts

Job summary

SWE Solutions in Itasca, Illinois is seeking an experienced Office Manager to oversee daily administrative and operational functions, coordinate HR processes, payroll support, and vendor relationships, and ensure efficient business operations aligned with growth goals.

The role supports leadership, project managers, and staff; develops scalable procedures, manages records, facilities, and compliance, and fosters a productive work environment through strong organization and proactive problem

Qualifications

• Formal education in business administration, operations, HR, accounting, or related field preferred.
• Minimum 5+ years in office/operations management or related roles.
• Experience supporting professional service organizations (engineering, architecture, construction, consulting, surveying) preferred.
• Experience managing multiple priorities, deadlines, and company-wide administrative functions.
• Payroll, accounting support, HR, or business operations administration experience preferred.

Responsibilities

• Oversee day-to-day office operations, administrative processes, and facility needs.
• Coordinate office maintenance, supplies, equipment procurement, and vendor relationships.
• Support leadership with operational planning, process improvements, and strategic initiatives.
• Administer onboarding, offboarding, benefits coordination, and personnel records.
• Coordinate recruiting activities, interview scheduling, and employee engagement programs.
• Process accounts payable/receivable, invoicing, and expense reporting.
• Assist with payroll administration and coordination with external payroll providers.
• Maintain business licenses, insurance certificates, corporate registrations, and compliance docs.
• Support proposal preparation, marketing, events, and client communications.
• Manage company records, contracts, and document control systems.
• Coordinate meetings, travel, and special events.
• Serve as primary contact for office operations and admin support.
• Develop and implement procedures to improve efficiency, consistency, and scalability.
• Monitor operational performance and identify process improvements.
• Support project managers and technical staff with administrative needs.

Skills

Office management

Operations coordination

Payroll support

HR coordination

Vendor management

Procurement

Education

Associate's degree

Bachelor's degree

Tools

MS Office

CRM/ERP software

Payroll software

Job description

Description

The Office Manager is responsible for overseeing the daily administrative and operational functions of the company to ensure efficient business operations and organizational effectiveness. This role serves as a key support resource for leadership, project managers, and staff by managing office administration, human resources coordination, financial administration, facilities management, vendor relationships, and internal business processes. The Office Manager helps maintain a productive work environment while supporting company growth, employee engagement, and operational excellence.

Requirements

Responsibilities include:

• Manage and oversee day-to-day office operations, administrative processes, and facility needs.
• Coordinate office maintenance, supplies, equipment procurement, and vendor relationships.
• Support company leadership with operational planning, process improvements, and strategic initiatives.
• Administer employee onboarding, offboarding, benefits coordination, and personnel records.
• Coordinate recruiting activities, interview scheduling, and employee engagement programs.
• Process accounts payable, accounts receivable, invoicing, and expense reporting.
• Assist with payroll administration and coordination with external accountants or payroll providers.
• Maintain business licenses, insurance certificates, corporate registrations, and compliance documentation.
• Support proposal preparation, marketing efforts, event planning, and client communications.
• Manage company records, contracts, and document control systems.
• Coordinate company meetings, travel arrangements, and special events.
• Serve as the primary point of contact for office operations and administrative support.
• Develop and implement procedures that improve efficiency, consistency, and scalability.
• Monitor operational performance and identify opportunities for process improvement.
• Support project managers and technical staff with administrative and operational needs.

Education:

• Associate's or Bachelor's degree in Business Administration, Operations Management, Human Resources, Accounting, Communications, or a related field preferred.

Experience:

• 5+ years of progressive experience in office management, operations management, administration, or a related role.
• Experience supporting professional service organizations such as engineering, architecture, construction, consulting, or surveying firms preferred.
• Experience managing multiple priorities, deadlines, and company-wide administrative functions.
• Experience with payroll, accounting support, human resources, or business operations administration preferred.

Certifications:

• Professional certifications such as SHRM-CP, PHR, CAP, PMP, or related credentials are a plus.
• Additional certifications in human resources, operations management, accounting, or project management are preferred but not required.

Physical Requirements:

• Ability to remain seated and work at a computer for extended periods.
• Ability to occasionally lift and move office supplies and equipment up to 25 pounds.
• Ability to attend meetings, company events, and training programs as needed.
• Occasional local travel may be required for business-related activities.

Preferred Qualifications:

• Strong organizational, planning, and multitasking abilities.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, Teams, and PowerPoint.
• Experience with accounting, payroll, CRM, ERP, or project management software.
• Knowledge of project-based consulting environments and business operations.
• Strong financial administration skills, including budgeting, invoicing, and expense tracking.
• Excellent communication, interpersonal, and client service skills.
• Strong attention to detail and ability to maintain confidentiality.
• Ability to work independently and proactively solve problems.
• Demonstrated leadership and team coordination experience.
• Experience developing and improving operational procedures and workflows.
• Strong time management and project coordination skills.
• Ability to support a fast-paced, growing organization with multiple concurrent priorities.

Benefits:

• Health Insurance
• 100% Employer-paid Dental and Vision Insurance
• Paid Time Off
• Paid Holidays
• Flexible Work Schedule
• Professional Development Opportunities
• Bonus Incentive Program
• 401(k) Retirement Plan
• Company-Sponsored Events and Team Activities