Office Manager (AEC Project Coordination)

Lerch Bates; Greenbelt, Northern (MD, KY); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

ESOP ownership

Health insurance

Paid time off

401(k) match

Parental leave

Tuition reimbursement

Job summary

Lerch Bates is seeking an Office Manager in Greenbelt, MD to support our East Coast team. This role is a central resource for employees, leadership, clients, consultants, and vendors, ensuring efficient day-to-day operations and supporting critical business functions.

You'll oversee office operations, contracts, CRM/Deltek data, facilities support, and client service activities, working closely with leadership and project teams to drive operational excellence.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 3+ years of experience in office management or related roles.
• Experience supporting multiple departments in a fast-paced environment.
• Ability to manage office operations with strong organization and attention to detail.
• Proficient in Microsoft Office and CRM/Deltek software.

Responsibilities

• Manage day-to-day office operations, including supplies, equipment, and vendor coordination.
• Maintain front desk, mail, deliveries, and meeting spaces for a professional environment.
• Coordinate onboarding, meetings, events, and employee communications.
• Prepare and track project contracts, POs, COIs, and document management.
• Create and maintain project data in Deltek and CRM systems; ensure data integrity.
• Serve as client service liaison, supporting consultants and vendors throughout contracts.

Skills

Office management

Project administration

CRM management

Contract administration

Multitasking

Communication

Education

Associate's or Bachelor's degree in Business Administration or related

Tools

Deltek

Bluebeam

CRM systems

Microsoft Office

Job description

## OverviewSalary Range$65,000.00 - $75,000.00 Salary/year## Description**Department:** Building Science**Location: Greenbelt, MD (100% in-office)****Lerch Bates is seeking an Office Manager to support our East Coast team. This highly visible and trusted role serves as a central resource for employees, leadership, clients, consultants, and vendors while ensuring the efficient day-to-day operation of the office and supporting critical business functions.****As an Office Manager, you will oversee office operations, project administration, contract coordination, CRM and Deltek data management, facilities support, and client service activities. Working closely with the Regional Director, East Coast Area Business Manager, consultants, and project teams, you will help drive operational excellence while ensuring projects, contracts, and office functions are organized, accurate, and executed efficiently.****This position is ideal for an organized, proactive professional who enjoys solving problems, supporting teams, managing multiple priorities, and acting as a trusted operational partner within a fast-paced consulting environment.****Success in This Role**Successful Office Managers are highly organized, resourceful professionals who anticipate needs, solve problems proactively, and help ensure the office, project teams, and business operations run efficiently. They serve as trusted partners to leadership, valued resources for employees, and key contributors to the exceptional client service that defines Lerch Bates.**About Lerch Bates:**Lerch Bates (LB) is a global technical consulting firm focused on improving how buildings perform for owners, designers, and the people who use them every day. For more than 75 years we’ve partnered on some of the world’s most complex and high-profile projects. Today we provide Total Building Performance expertise that integrates Building Science and Building Flow into a unified delivery model.Our work spans design, construction, investigation, repair, rehabilitation, management, and modernization with one consistent goal: helping clients make confident, well-informed decisions in an increasingly complex built environment.We are 100% employee-owned through our ESOP. That means when the company succeeds, our employee-owners share in that success. It's more than a retirement benefit—it's an ownership mindset backed by the opportunity to build long-term financial value while helping shape the future of the company. **What You’ll Do:***The duties listed below are intended only as illustrations of the various types of work that may be performed in this position. They are not intended to prescribe or restrict the assignments that management may make.***Office Operations & Administration*** Manage day-to-day office operations, including office supply management, project equipment tracking, and vendor coordination.* Maintain front desk operations, greet visitors, manage incoming communications, and foster a professional and welcoming office environment.* Process incoming and outgoing mail, shipping, and deliveries accurately and in a timely manner.* Maintain organization and cleanliness of conference rooms, kitchens, reception areas, and common spaces.* Coordinate meals, meetings, employee events, and other office functions as needed.* Support onboarding activities by preparing workspaces, equipment, and materials for new hires.* Assist with office equipment maintenance and operation, including copiers, filing systems, document production, copying, and binding.**Project Coordination & Contract Administration*** Prepare project proposals and support the administration and execution of contracts, service agreements, purchase orders, and project documentation.* Prepare, manage, and track project contracts from initiation through final execution.* Coordinate client-required vendor applications, onboarding documentation, and compliance requirements.* Procure and track Certificates of Insurance (COIs) in accordance with project-specific contract requirements.* Support project teams with project tracking, documentation, and administrative coordination.* Maintain accurate project records and ensure compliance with established company processes and standards.**CRM, Deltek & Data Management*** Create and maintain project information within Deltek and CRM systems.* Ensure accurate entry and maintenance of client, project, and contract data.* Organize and manage electronic project records to ensure accessibility, accuracy, and compliance.* Support reporting, tracking, and operational processes through accurate data management.* Assist with process improvements that enhance operational efficiency and data integrity.**Client Service & Relationship Management*** Serve as a customer service liaison, responding to client inquiries in a professional, responsive, and solutions-oriented manner.* Act as a primary liaison between consultants and clients throughout the contract lifecycle.* Facilitate communication from project initiation through contract execution and completion.* Build positive working relationships with clients, consultants, vendors, and internal stakeholders.* Help ensure a consistent and professional client experience across all interactions.**Facilities & Operational Support*** Partner with internal teams and external vendors to coordinate facilities, fleet, equipment maintenance, and service tracking.* Monitor office resources and coordinate maintenance activities as needed.* Support internal workflows and process improvements that promote efficiency and operational consistency.* Assist leadership and project teams with special projects and additional administrative initiatives.* Independently assess priorities, identify required actions, and drive tasks through completion with minimal supervision.**What You’ll Bring:*** **High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field preferred.*** **3+ years of experience in office management, project administration, contract administration, operations support, or a related role.*** **Experience supporting multiple departments or teams in a fast-paced, client-focused environment.*** **Demonstrated ability to manage office operations with a high level of organization, accountability, and attention to detail.*** **Strong communication and interpersonal skills with the ability to effectively work with employees, leadership, clients, consultants, and vendors.*** **Experience with project coordination, contract administration, CRM management, or business operations support.*** **Ability to assess information, determine appropriate actions, and independently manage responsibilities with minimal direction.*** **Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.*** **Familiarity with Deltek, Bluebeam, CRM systems, or similar business software preferred.*** **Strong planning, coordination, project tracking, and organizational skills.*** **Ability to manage multiple priorities simultaneously while maintaining high standards of quality and professionalism.*** **Sound judgment and discretion when handling confidential and sensitive information.*** **Proactive, solutions-oriented mindset with a commitment to continuous improvement.*** **Self-directed, adaptable, and capable of taking ownership of responsibilities and driving results.****Why Work with Lerch Bates?*** Competitive base salary of **$65,000 - $75,000 per year**, based on experience, qualifications, and location* **Annual performance-based bonus opportunity**, with target incentive levels varying by position and based on individual and company performance.* **100% Employee-Owned ESOP (company-funded retirement benefit that allows eligible employees to share in the company's long-term success)*** Health, dental, and vision insurance* Paid time off (starting at 17 days annually)* 10 paid holidays* **401(k) with 6% employer match*** Paid parental leave* Professional development and tuition reimbursement* Employee assistance and wellness programs**Become an Employee-Owner**One of the biggest advantages of working at Lerch Bates is that we are 100% employee-owned through our Employee Stock Ownership Plan (ESOP).Unlike many companies that offer only a salary and retirement plan, eligible employees receive company-funded ESOP shares at no cost to them as part of their long-term retirement benefits.As Lerch Bates grows, employee-owners share in the company's success. For many employees, the ESOP becomes one of the most valuable financial benefits of their career by helping build meaningful long-term wealth in addition to their salary and traditional 401(k).When you join Lerch Bates, you are not just building better buildings. You also have the opportunity to build your financial future alongside the company's success.**Core Values**Ownership • Community • Integrity • Respect • Optimism**Working Environment:**This position is primarily performed in a professional office or remote office environment with regular use of computers and standard office equipment. Occasional travel for meetings, training, conferences, or company events may be required depending on business needs.Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.**Physical Demands:**This position requires prolonged periods of sitting while working at a computer, along with frequent use of hands and fingers for typing and operating office equipment. Employees regularly communicate in person, by telephone, and through virtual meeting platforms.Occasional standing, walking, bending, and lifting or carrying office materials weighing up to 20 pounds may be required.**Mental Demands:**This position requires strong organizational, analytical, and communication skills. Employees must be able to prioritize multiple assignments, maintain attention to detail, meet deadlines, and adapt to changing business priorities.The role requires sound judgment, professionalism, problem-solving abilities, confidentiality, and effective collaboration with colleagues, clients, and external partners.**Employment is contingent upon the successful completion of a pre-employment background check and drug test. The drug test includes screening for marijuana, regardless of state or local laws permitting its use. A conditional offer of employment will be rescinded if a candidate fails either the background check or the drug test. This requirement is mandated by federal regulations applicable to our government contracting obligations.****We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, marital status, or any other characteristic protected by law.**