Office Manager

Salas O'Brien; Roanoke (VA); On-site; USD 42,000 - 64,000; Full time

Job summary

Salas O’Brien is hiring an Office Manager in Roanoke, VA to proactively support Project Managers and foster a high-performance culture at a growing national engineering firm.

The role requires meticulous organization, strong communication, and the ability to manage documentation, schedules, and office operations. You will support business development, client interactions, and end-to-end administrative processes to help drive project success.

Qualifications

• Must be a Microsoft Excel user.
• Experience interacting with technical staff and outside clients.
• Ability to work in a fast-paced and demanding environment.

Responsibilities

• Assist with processing project documentation and coordination.
• Organize and file project documentation and notify team members of actions.
• Maintain and update project tracking logs for submittals and RFIs.
• Monitor project schedules, milestones, and deadlines.
• Coordinate office operations including supplies and meetings.
• Prepare reports, proposals, and other business documents.
• Support project setup and administrative processes.

Skills

Microsoft Excel

Excellent communication

Analytical skills

Organizational skills

Self-starter

Time management

Tools

Finance software

Job description

At Salas O’Brien we tell our clients that we’re engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. That’s why we’re committed to living our values every day: inspiring, achieving, and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique, meaningful, and high-impact career—and they’ll receive great total rewards along the way.

About Us

Founded in 1975, Salas O’Brien is an employee-owned engineering and professional services firm focused on achieving impact for our clients, our team, and the world. We know that tomorrow’s requirements are today’s opportunities, and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers, healthcare, science and technology, high-rise buildings, clean energy, education, and other building types as well as structural and building sciences, infrastructure asset management, advanced robotics, and more.

Our technical expertise is paired with an exceptional team of business development, human resources, finance and accounting, information technology, and marketing professionals, all of whom play a key role in bringing our commitments to life every day.

Job Summary

The Office Manager serves to proactively support Project Managers and help cultivate the culture of Salas O’Brien as a growing national firm. To thrive in that role, you will need to be an energetic professional who cares about the big picture while being diligent about meeting deadlines and following through.

In This Role, You Will

Office Manager Responsibilities

• Assist with processing Construction Administration (CA) documentation, including submittals, Requests for Information (RFIs), field reports, meeting minutes, and other project-related correspondence.
• Download, organize, distribute, and file project documentation, ensuring the appropriate project team members are notified of required actions.
• Maintain and update project tracking logs for submittals, RFIs, change orders, and other project deliverables.
• Monitor and assist with tracking project schedules, milestones, deadlines, and deliverable due dates.
• Coordinate office operations, including supply inventory management, ordering office materials, and maintaining office resources.
• Organize and coordinate team lunches, training sessions, meetings, and other office events, including room setup and logistics.
• Provide administrative support to management staff by editing and formatting reports, proposals, meeting materials, and other business documents.
• Assist with project number requests, project setup documentation, and project-related administrative processes.
• Support specification development and compilation by organizing and formatting specification documents and related materials.
• Conduct market research to identify potential project opportunities, target clients, industry trends, and strategic business development prospects.
• Research and compile client, consultant, contractor, and industry contact information to support business development initiatives.
• Attend meetings as requested and prepare detailed meeting notes, action item lists, and follow-up documentation.
• Compile, organize, update, and distribute plan sets and drawing packages for project teams and client presentations.
• Prepare and handwrite client appreciation and thank-you notes to support client relationship management initiatives.
• Coordinate staff parking assignments, office logistics, visitor arrangements, and related administrative activities.
• Review marketing reports, lead tracking information, and business development metrics to identify potential opportunities and client engagement efforts.
• Assist with maintaining project and business development databases, contact lists, and internal records.
• Provide general administrative support to project managers, office leadership, and technical staff to improve project efficiency and operational effectiveness.
• Working with Landlord to get issues fixed
• Compiling stick sets of drawings
• Preparing items for new staff onboarding

You Will Be a Great Fit If

• You are a self-starter
• You have experience with interacting with technical staff and outside clients.

Skills/abilities

• Must be a Microsoft Excel user.
• Ability to work in a fast paced and demanding environment
• Energetic, organized professional with a knowledge of finance related software.
• Self-sufficiency on projects and being responsible for organization, communication, implementation, and completion.
• Excellent communication skills (both written and verbal).
• Strong analytical skills.
• Ability to work in a fast paced and demanding environment.

Location: Roanoke, VA

Travel: Less than 10%

Equal Opportunity Employment Statement

Salas O’Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O’Brien will accommodate the disability-related needs of applicants as required by law.