Office Manager - Southern California District

Kiewit; Costa Mesa (CA); On-site; USD 37,000 - 51,000; Full time

Benefits offered by this job

Comprehensive benefits package

Top-tier medical, dental and vision

Retirement plans with matching

Generous paid time off

Job summary

Kiewit is seeking an Office Manager for the Southern California District in Costa Mesa, CA. You will support payroll, onboarding and front-desk operations for a fast-paced construction/engineering team.

The role requires at least 3+ years of executive support experience, strong MS Office and Adobe skills, and the ability to handle confidential information with discretion. This full-time position offers comprehensive benefits and a collaborative work environment.

Qualifications

• 3+ years of executive support experience, preferably in engineering, construction, or related fields.
• Proficiency with Microsoft Office and Adobe Acrobat; InDesign preferred.

Responsibilities

• Manage the front desk/reception operations, acting as the first point of contact for guests, employees, candidates, and vendors
• Payroll and Timecards verification
• Coordinate new hire onboarding with HR/Business team (recruiting, onboarding, responding to employees’ inquiries, attendance tracking, time off requests processing)
• Sorting and distribution of incoming mail
• Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closets, and communal areas
• Oversee and order office supplies, anticipating requirements, stocking supply stations, and ensuring equipment is in working order
• Coordinate schedules, travel arrangements and expenses
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes)
• Assist with presentation preparation
• Prepare outgoing mail and correspondence, including emails and faxes
• Support coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, purchase prizes)
• Handle sensitive and confidential information with discretion
• Regular, reliable attendance
• Work overtime and weekends as required

Skills

Time management

Multitasking

Confidentiality

Professional communication

Team player

Education

High school diploma

Tools

Microsoft Office

Adobe Acrobat

InDesign

Job description

Office Manager - Southern California District

Location: Costa Mesa, CA, US

Requisition ID:181605

Job Level:Entry Level

Home District/Group:Southern California District

Department:Administration

Market:Transportation

Employment Type:Full Time

Position Overview

We are currently looking for a proactive Office Manager to support our growing team and associated District Office location in Costa Mesa, CA. The successful candidate will provide exceptional office administration support to a fast-paced construction/engineering group in Southern California.

Office administration support duties may include: new hire onboarding, maintaining office systems, supplies, assisting with payroll distribution, document management, office clerical/support services, printing, mail distribution, greeting visitors, answering phones along with other assigned tasks.

District Overview

Kiewit’s Southern California District is one of Kiewit’s leading infrastructure districts specializing in heavy civil projects that include earth moving, water/wastewater, transportation, roadways, and power projects. Most of our work is concentrated in the Southern California region.

Location

This position will be based out of our Southern California District Office in Costa Mesa, CA.

Responsibilities

• Manage the front desk/reception operations, acting as the first point of contact for guests, employees, candidates, and vendors
• Payroll and Timecards verification
• Coordinate new hire onboarding with HR/Business team (recruiting, onboarding, responding to employees’ inquiries, attendance tracking, time off requests processing).
• Sorting and Distribution of incoming mail
• Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closest, and communal areas
• Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
• Manage all information regarding the office, between the building management and the staff.
• Coordinate schedules, travel arrangements and expenses.
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Assist with presentation preparation.
• Prepare outgoing mail and correspondence, including e-mails and faxes.
• Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Handle sensitive and confidential information with discretion

Qualifications

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
• Familiar with Adobe products including Acrobat and InDesign is preferred.
• High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or oil/gas/chemicals.
• Strong time-management skills and multitasking ability
• Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
• Experience planning meetings in a fast-paced environment.
• Can independently execute their work with minimal oversight and proactively assess personnel and office needs as they arise.

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines. Work overtime and weekends as required.

Base Compensation:$27/hr -$37/hr

(Actual compensation is subject to variation due to such factors as education, experience, skillset, and/or location)

We offer our fulltime staff employees a comprehensive benefits package that’s among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

Equal Opportunity Employer, including disability and protected veteran status.

There’s no limit to what you’ll do at Kiewit. Whether you’re building or supporting projects that provide communities with dependable energy, safe transportation, clean water, or access to health care, the work you do will positively impact people’s lives for generations to come.

Here you’ll have endless opportunities to expand your expertise through on-the-job experience and internal and external training and development opportunities.

We offer our full-time staff employees a comprehensive benefits package that’s among the best in our industry.From top-tier health care programs to employee assistance programs and retirement planning, we aim to provide you with the tools you need to be successful in the areas of life that matter most to you.

Kiewit is an equal-opportunity employer, and we believe a diverse workforce is vital to the success of our business. We continue our efforts to attract, develop and retain employees from all backgrounds who are passionate about our industry.

We are committed to veteran and military hiring and will consider relevant military experience as equivalent to qualification requirements.