Proactive Project & Office Administrator

Level 5 Inc; Santa Clara (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

The Office Manager at Build Group provides administrative and operational support to the Project Team, ensuring the Santa Clara office runs smoothly. This hands‑on role suits an organized, proactive, and personable professional who can juggle priorities and communicate effectively.

Based on performance, the role involves managing front desk activities, coordinating office services, and supporting leadership with administrative tasks, including expense reports and payroll-related processes.

Qualifications

• Bachelor's degree and/or experience in construction, project administration, office administration, or a related field preferred.
• Exceptional organization, attention to detail, and follow‑through.
• Strong written and verbal communication skills.
• Proactive, optimistic, and eager to support others.
• Strong emotional intelligence, professionalism, and composure.
• Comfortable learning new technology and systems quickly.
• Ability to manage multiple priorities in a fast‑paced environment.
• Positive, can‑do attitude with a willingness to pitch in and get things done.

Responsibilities

• Manage the front desk, including incoming calls, visitors, mail, and packages.
• Keep the front office, kitchen, conference rooms, and common areas organized and welcoming.
• Coordinate office maintenance, janitorial services, and office/kitchen supplies.
• Support leadership and project teams with administrative needs.
• Organize activities and team-building events.
• Prepare and process expense reports.
• Support field personnel administration:
• New hire and re-hire paperwork and forwarding completed packets to Payroll.
• Termination paperwork.
• Weekly timecards to Payroll.
• Weekly paycheck distribution.
• Assist with other administrative and operational tasks as needed.

Skills

Organization

Attention to detail

Follow-through

Written communication

Verbal communication

Proactive attitude

Emotional intelligence

Learning new technology

Multitasking

Team support

Education

Bachelor's degree

Job description

The Office Manager at Build Group provides administrative and operational support to the Project Team, ensuring the Santa Clara office runs smoothly. This hands‑on role suits an organized, proactive, and personable professional who can juggle priorities and communicate effectively.

Based on performance, the role involves managing front desk activities, coordinating office services, and supporting leadership with administrative tasks, including expense reports and payroll-related processes.