Office Manager

MWH; Phoenix (AZ); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player in water and wastewater treatment is seeking an Office Manager to ensure the smooth operation of its corporate office. This role involves managing office operations, supporting HR functions, and fostering a positive work environment. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office, and a proactive approach to problem-solving. Join a mission-driven team that values your expertise and offers opportunities for growth in a supportive setting.

Benefits

100% Company-Paid Benefits

Paid Time Off (15 days/year)

Sick Leave (5 days/year)

Paid Parental Leave Program

401(k) Plan with Company Matching

Qualifications

• 5+ years of experience as an Office Manager or Executive Assistant.
• Proficient in Microsoft Office and Outlook.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage office operations and administrative duties.
• Coordinate onboarding and support for new hires.
• Maintain employee records and assist HR with compliance.

Skills

Microsoft Office (Word, Excel, PowerPoint)

Organizational Skills

Interpersonal Skills

Customer Service

Confidentiality

Education

High School Diploma or Equivalent

2 or 4-Year Degree (Preferred)

Job description

Current job opportunities are posted here as they become available.

MWH is a leading water and wastewater treatment-focused general contractor in the US with a rich history dating back to the 19th century. Fueled by the mission of Building a Better World, our teams are rapidly growing across the nation.

As a company committed to our team's well-being and growth, we offer a supportive work environment, opportunities for advancement, and the chance to contribute to a mission that shapes the future. Your expertise and ambition are valued here.

The work we do matters. The critical systems infrastructure we build changes lives, betters' communities, and improves ecosystems. If you're passionate about this, we want to hear from you!

About the Role

MWHis currently seeking a qualified Office Manager to provide support and ensure the smooth running of our corporate office on a day-to-day basis. The Office Manager is a critical member of our team and will report out of Phoenix, AZ.

Essential Functions

Office Operations

• Represent the company at our reception desk; greet and provide general support to employees, visitors, clients, and vendors. Provide information by answering questions and requests.
• Ensure a smooth and efficient operational flow of the corporate, field, or project office.
• Develop and cascade intra-office/company communications, streamline administrative procedures, maintain office supply/inventory control and company assets, and administer site badging.
• Monitor and process routine administrative duties such as accounts payable, expense reports, and supply requisitions.
• Act as the point person for maintenance, mailings, shipping, supplies, equipment, ordering meals, and errands.
• File (paper and electronic), fax, copy, print and distribute mail.
• Schedule and coordinate meetings; prepare draft meeting minutes.
• Schedule appointments, update calendars, and assist with travel arrangements.
• General housekeeping duties to include loading/unloading dishwasher, watering plants, maintaining general kitchen/office/conference room tidiness, ensuring storage rooms are organized, and stocking and maintaining mail/printer room.
• Create and maintain records, charts, graphs, spreadsheets, and databases.
• Oversee special projects as assigned, keeping leadership properly informed of status, obstacles, and points of interest.
• Manage relationships with vendors, service providers, building maintenance and property management.
• Coordinate workflow and all relevant paperwork to prepare senior executives for meetings, interviews, and presentations.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and setting up new equipment.

Human Resources Support

• Coordinate and support onsite onboarding for new hires, including first day logistics, office tours, equipment setup, and safety orientations in collaboration with HR.
• Prepare and maintain any new hire paperwork, I-9 verification, and ensure compliance with onboarding checklists and HR protocols.
• Act as the point of contact for new employees during their first initial days, assisting with office-related questions and basic policy guidance.
• Maintain employee records (digital and physical) in accordance with company and legal retention policies.
• Support HR with the coordination of interviews, including preparing interview rooms, and greeting candidates onsite.
• Participate in any new hire welcome events or office orientations, reinforcing a positive onboarding experience.
• Provide support for employee recognition initiatives, milestone tracking, and local engagement events.
• Assist in monitoring and updating the office’s organizational chart, contact lists, and seating charts.
• Serve as local liaison for HR by relaying employee concerns, policy questions, or engagement issues to the appropriate HR contact.
• Help maintain compliance with EEO, OSHA, and other HR-related requirements at the regional office level.
• May assist with exit logistics for offboarding employees, including badge retrieval, asset return, and coordination with IT and HR.
• Engaging in sensitive and confidential matters with the strictest confidence.
• Various other duties as assigned.

Basic Qualifications

• Minimum of five (5) years of professional experience as an Office Manager or Executive Assistant.
• High School diploma or equivalent.
• Proficiency in Microsoft office (Word, Excel, PowerPoint), and Outlook (Calendar and Address functions).
• Ability and willingness to work onsite from the office five (5) days/week.
• Experience in handling a wide range of administrative and executive support-related tasks, and ability to work independently with little or no supervision.
• Well-organized, flexible, and enjoy the administrative challenges of supporting a diverse office environment.
• Self-motivated and proactive; demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency.
• Ability to maintain high standards despite pressing deadlines.
• Ability to handle confidential and time-sensitive information with discretion and independent judgment.
• Ability to produce and deliver consistent, high-quality work in a deadline-driven environment.
• Positive attitude and flexibility with frequent interruptions, unresolved problems, changes, and unexpected events.
• Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service.
• Ability to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.

Preferred Qualifications

• Prior experience with a professional services firm, preferably in engineering or construction.
• 2 or 4-year degree preferred.
• Group health & welfare benefits including options for medical, dental and vision
• 100% company-paid benefits including Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Spouse and Dependent Life & AD&D, Short Term Disability (STD), Long Term Disability (LTD) (after 60 day waiting period for STD & LTD only), Employee Assistance Program and Health Advocate
• Voluntary benefits at discounted group rates for accident, critical illness, and hospital indemnity
• Paid Time Off (15 days/year)
• Sick Leave (5 days/year)
• Paid Parental Leave Program
• 10 Paid Holidays
• 401(k) Plan (company matching contributions up to 4%)

MWH Constructors is a global project delivery company in heavy civil construction with a focus on water and wastewater treatment infrastructure. With the ultimate goal of delivering maximum value to clients and their local communities, MWH Constructors provides single-source, integrated design and construction services through a full range of project delivery methods. Incorporating industry-leading preconstruction and construction services, the Company’s multi-disciplined team of engineering and construction professionals delivers a wide range of projects, including new facilities, infrastructure improvement and expansion, and capital construction services.

Equal Opportunity Employer, including disabled and veterans.