Project Assistant/Office Manager

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 provides administrative and operational support to the Project Team while helping keep the office running smoothly. This is a hands‑on role for an organized, proactive, and personable professional who can manage competing priorities, communicate effectively, and take ownership of getting things done. The position is on‑site in our Santa Clara, California office.

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.

REQUIREMENTS

• 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.

This position description is intended to provide a general overview of the role and is not an exhaustive list of duties. Responsibilities and essential functions may change as business needs evolve.

Notice to California Residents/Applicants: In connection with your application, we collect information that identifies, reasonably relates to, or describes you (“Personal Information”). The categories of Personal Information that we collect include your name, government‑issued identification number(s), email address, mailing address, other contact information, employment history, educational history, and demographic information. We collect and use those categories of Personal Information about you for human resources and other business management purposes, including identifying and evaluating you as a candidate for potential or future employment or future contract positions, recordkeeping in relation to recruiting and hiring, conducting criminal background checks as permitted by law, conducting analytics, and ensuring compliance with applicable legal requirements and Company policies.

Equal Opportunity Employment: Build Group provides equal employment opportunity to all employees and applicants for employment, free from unlawful discrimination based on race, color, religion, gender, age, national origin, disability, veteran status, marital status, sexual orientation, gender identity, genetic information or any other status or condition protected by local, state or federal law. This policy applies to all terms and conditions of employment, including hiring, training, orientation, placement, discipline, promotion, transfer, position elimination, rehire, benefits, compensation, retirement and termination. As an equal opportunity employer, Build Group seeks to hire employees based solely on their qualifications and abilities.