Office Manager

ZenaDrone Inc.; Mesa (AZ); On-site; USD 55,000 - 72,000; Full time

Job summary

ZenaTech in Mesa, AZ is seeking an experienced Office Manager to lead administrative operations for our growing land surveying office. You will oversee daily workflows, supervise staff, and coordinate resources to support project teams and client relations.

Responsibilities include scheduling, document control, invoicing, payroll support, and HR assistance, with a focus on maintaining efficient processes in a fast-paced professional services environment.

Qualifications

• Minimum 3 years of office management or senior administrative experience.
• Experience supervising administrative personnel.
• Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat.
• Excellent communication, customer service, and organizational skills.
• Strong attention to detail and ability to manage multiple priorities.
• Prior experience in land surveying, engineering, or related professional services is an asset.

Responsibilities

• Oversee daily office operations and administrative workflows.
• Supervise administrative and support staff.
• Implement and maintain office procedures, coordinate resources, and uphold a professional office environment.
• Serve as the primary administrative contact for clients, vendors, agencies, and partners.
• Manage calls, inquiries, and visitor management.
• Support project managers with scheduling and administrative needs.
• Coordinate field crew schedules and project tracking.
• Prepare project documentation and assist with permitting processes.
• Maintain records and document control, including contracts and proposals.
• Assist budgeting, invoicing, accounts payable/receivable, and payroll processing.
• Support HR functions and recruit/onboard staff.
• Foster communication between office staff and field crews.

Skills

Office management

Staff supervision

Communication

Organization

Multitasking

Customer service

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat

Job description

ZenaTech (Nasdaq: ZENA | FSE: 49Q) is a technology company specializing in AI drones, Drone as a Service (DaaS), enterprise SaaS, and quantum computing solutions for mission-critical business applications. Since 2017, the company has leveraged its software development expertise and expanded its drone design and manufacturing capabilities through ZenaDrone to enhance customer inspection, monitoring, safety, security, compliance, and surveying processes. ZenaTech serves over 100 enterprise software customers across law enforcement, government, and industrial sectors, with drones deployed in agriculture, defense, and logistics. The company has offices across North America, Europe, and the UAE.

Position Overview

ZenaTech is seeking an experienced, highly organized, and client-focused Office Manager to lead the administrative operations of our growing land surveying office in Mesa, Arizona. This role oversees office functions, client relations, project support, document control, team coordination, and day-to-day operational management.

Key Responsibilities

Office Operations & Administration

• Oversee daily office operations and administrative workflows
• Supervise administrative and support staff
• Implement and maintain office procedures, coordinate resources, and uphold a professional office environment

Client & Office Communications

• Serve as the primary administrative point of contact for clients, vendors, agencies, and business partners
• Manage incoming calls and inquiries, and coordinate visitor management

  Project & Operational Support

  • Support Project Managers with scheduling and administrative needs
  • Coordinate field crew schedules and project tracking
  • Prepare project documentation and assist with permitting processes

  Records Management & Document Control

  • Maintain digital and physical records, including contracts, proposals, and project files
  • Administer document retention systems in line with company policy

  Financial & Business Administration

  • Support budgeting, invoicing, accounts payable, and accounts receivable
  • Coordinate payroll processing and reporting
  • Manage vendor relationships, supplies, and office resources

  Staff Support

  • Assist with recruiting, onboarding, and training of office staff
  • Support HR functions and ensure compliance with office procedures and company policy

  Surveying Industry Support (Preferred)

  • Support title review administration and FEMA Elevation Certificate tracking
  • Facilitate communication between office staff and field crews

  Qualifications

  • Minimum 3 years of office management or senior administrative experience
  • Experience supervising administrative personnel
  • Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat
  • Excellent communication, customer service, and organizational skills
  • Strong attention to detail and ability to manage multiple priorities
  • Ability to work effectively in a fast-paced professional environment
  • Prior experience in land surveying, engineering, or a related professional services office is an asset.