Office Manager Construction

Henderson Scott US; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Henderson Scott US seeks an highly organized Office Manager to oversee administrative activities across the office. You will drive efficiency, maintain a safe and professional environment, and foster a collaborative culture for employees and visitors.

Key duties include supervising staff, coordinating front desk operations, managing security and vendor relationships, and supporting IT, HR, and compliance efforts. This role requires proactive problem solving and strong communication.

Qualifications

• Experience managing administrative staff and coordinating multi-site operations.
• Strong organizational skills with ability to implement SOPs and safety protocols.
• Proven ability to manage facilities, vendors, and office services.
• Excellent communication and teamwork across departments.
• Proactive problem solving and attention to detail.

Responsibilities

• Supervise administrative staff and conduct performance evaluations.
• Oversee front desk, mail, deliveries, and visitor coordination.
• Manage office security, access controls, and incident response.
• Coordinate vendor contracts, purchasing, and maintenance services.
• Oversee archiving, file transfers, and recordkeeping across sites.
• Lead IT, HR, and compliance support activities and weekly meetings.

Skills

Office Management

Staff Leadership

Vendor Management

Facilities Management

Budgeting

Safety Compliance

Process Improvement

Documentation

IT Support

HR Support

Emergency Response

Job description

We are seeking a highly organized and proactive Office Manager to oversee and streamline all administrative activities essential to the smooth operation of our office. The successful candidate will focus on improving efficiency, productivity, and maintaining a safe, clean, and professional work environment for employees and visitors. This role is instrumental in fostering a collaborative work culture and enhancing the overall employee experience.

Staff Management & Leadership

• Supervise and oversee the performance of administrative staff, including Admin Interns, Receptionists, Executive Assistants, and Cleaning Aides.
• Train staff on new projects and assignments while reinforcing compliance with Standard Operating Procedures (SOPs).
• Review and approve time worked for administrative staff.
• Conduct annual performance evaluations.
• Hold weekly meetings with administrative staff to review responsibilities and address questions or issues.
• Coordinate staff coverage as needed.

Office Operations & Facilities

• Oversee reception and front desk operations, ensuring compliance with established SOPs.
• Work with the receptionist to resolve issues involving employees, vendors, visitors, and deliveries.
• Manage the office phone system (Auto Attendant) and Specialty Answering Service (SAS), including script updates and emergency office-closing protocols.
• Manage office cleaning and inventory, conduct regular counts, and track usage to support purchasing needs.
• Purchase office supplies and coordinate internal functions, including Safety, QMP, and MEP, as well as project ceremonies such as groundbreaking events and ribbon cuttings.
• Oversee office cleaning operations, coordinate repairs and maintenance with vendors and the Client Services Department, and arrange annual office cleaning.
• Manage office security, including alarm maintenance, key issuance, and Brivo access cards for job sites.
• Process office supply invoices through TimberScan and track monthly utility expenditures.

Document & Warehouse Management

• Oversee the archiving, storage, and shredding of project files and departmental documents.
• Coordinate file transfers between the office, warehouse, and offsite storage facilities.
• Collaborate with Legal, Administration, and Accounting/Assistant Controller teams to approve banker boxes for shredding and negotiate contracts with shredding vendors.
• Maintain records and spreadsheets tracking the location and status of banker boxes.

IT, HR & Compliance Support

• Oversee IT-related issues and requests, maintain shared drive filing structures, and conduct weekly IT meetings.
• Maintain fleet and vehicle records, manage DMV documentation, complete semiannual EZ Pass reports, and oversee DOT number updates and biennial MCS-150 submissions.
• Support HR by coordinating office opening and closing procedures during emergencies, maintaining emergency action protocols, and retrieving holiday schedules.
• Coordinate annual SOP manual reviews, assign SOPs to staff, and develop new SOPs for projects and assignments.

Office Manager

We are seeking a highly organized and proactive Office Manager to oversee and streamline all administrative activities essential to the smooth operation of our office. The successful candidate will focus on improving efficiency, productivity, and maintaining a safe, clean, and professional work environment for employees and visitors. This role is instrumental in fostering a collaborative work culture and enhancing the overall employee experience.

Staff Management & Leadership

• Supervise and oversee the performance of administrative staff, including Admin Interns, Receptionists, Executive Assistants, and Cleaning Aides.
• Train staff on new projects and assignments while reinforcing compliance with Standard Operating Procedures (SOPs).
• Review and approve time worked for administrative staff.
• Conduct annual performance evaluations.
• Hold weekly meetings with administrative staff to review responsibilities and address questions or issues.
• Coordinate staff coverage as needed.

Office Operations & Facilities

• Oversee reception and front desk operations, ensuring compliance with established SOPs.
• Work with the receptionist to resolve issues involving employees, vendors, visitors, and deliveries.
• Manage the office phone system (Auto Attendant) and Specialty Answering Service (SAS), including script updates and emergency office-closing protocols.
• Manage office cleaning and inventory, conduct regular counts, and track usage to support purchasing needs.
• Purchase office supplies and coordinate internal functions, including Safety, QMP, and MEP, as well as project ceremonies such as groundbreaking events and ribbon cuttings.
• Oversee office cleaning operations, coordinate repairs and maintenance with vendors and the Client Services Department, and arrange annual office cleaning.
• Manage office security, including alarm maintenance, key issuance, and Brivo access cards for job sites.
• Process office supply invoices through TimberScan and track monthly utility expenditures.

Document & Warehouse Management

• Oversee the archiving, storage, and shredding of project files and departmental documents.
• Coordinate file transfers between the office, warehouse, and offsite storage facilities.
• Collaborate with Legal, Administration, and Accounting/Assistant Controller teams to approve banker boxes for shredding and negotiate contracts with shredding vendors.
• Maintain records and spreadsheets tracking the location and status of banker boxes.

IT, HR & Compliance Support

• Oversee IT-related issues and requests, maintain shared drive filing structures, and conduct weekly IT meetings.
• Maintain fleet and vehicle records, manage DMV documentation, complete semiannual EZ Pass reports, and oversee DOT number updates and biennial MCS-150 submissions.
• Support HR by coordinating office opening and closing procedures during emergencies, maintaining emergency action protocols, and retrieving holiday schedules.
• Coordinate annual SOP manual reviews, assign SOPs to staff, and develop new SOPs for projects and assignments.

Desired Skills and Experience

Office Management, Construction Management, Commercial Real Estate, Residential Real Estate, Property Management, Facilities Management, Office Administration, Administrative Management, Operations Management, Vendor Management, Vendor Relations, Contract Management, Invoice Processing, Accounts Payable, Budget Management, Expense Tracking, Purchase Orders, Inventory Management, Equipment Management, Maintenance Coordination, Building Operations, Facilities Coordination, Tenant Relations, Lease Administration, Real Estate Operations, Construction Administration, Project Coordination, Scheduling, Logistics Management, Document Control, Recordkeeping, Compliance Management, Health and Safety Compliance, OSHA Standards, Risk Management, Problem Solving, Troubleshooting, IT Support, Technology Troubleshooting, Electrical Troubleshooting, Vendor Coordination, Subcontractor Coordination, Customer Service, Client Relations, Communication, Organization Skills, Multitasking, Time Management, Microsoft Excel, Microsoft Office, Microsoft Outlook, Data Entry, Reporting, Process Improvement, Team Leadership, Cross-Functional Collaboration, Attention to Detail, Conflict Resolution, Emergency Response, Preventive Maintenance, Building Maintenance, Work Order Management, Property Inspections, Site Management, Real Estate Asset Management