Office Manager

Position Summary

The Office Manager is responsible for coordinating administrative operations across employees, fleet, housing, and office facilities. This role serves as a central support hub for field crews, HR, operations, and leadership— ensuring smooth onboarding, accurate payroll preparation, organized housing logistics, maintained assets, and efficient office operations. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

Key Responsibilities

Office Operations

• Coordinate office maintenance, repairs, and cleaning services; manage associated expenses
• Order and maintain job supply inventory for field
• Organize, stock, and manage kitchen and breakroom supplies and expenses
• Coordinate on-site and off-site catering and meeting setup for company events
• Receive, sort, and distribute mail for office and on-site housing
• Serve as primary point of contact for visitors, including greeting guests and managing access

Employee & Labor Crew Support

• Coordinate onboarding for exempt employees and labor crews, including:
• • Processing applications
  • Scheduling remote testing
  • Booking new hire transportation and arranging lodging
  • Coordinating training with Safety Department
  • Coordinating release to work with HR and Operations
  • Ensuring all onboarding steps are completed prior to deployment
• Verify reported work hours using GPS data
• Ensure work hours and per diem are coded to the correct project code
• Prepare exempt and non-exempt timecards for payroll processing and payroll accruals
• Maintain accurate crew organizational chart
• Assist HR with benefits enrollment and support employees in understanding and utilizing available benefits
• Book hotels for traveling crews, update reservations as needed, and manage lodging expenses
• Assist employees with general requests and administrative needs, particularly related to software applications

On-Site Housing Management

• Assign rooms for on-site accommodations and manage housing roster
• Coordinate and document maintenance, repairs, and cleaning services; manage related expenses
• Oversee move-ins and move-outs
• Order and maintain adequate supply levels (bedding, HVAC filters, light bulbs, and other essentials)

Fleet Coordination

• Maintain up-to-date fleet asset and assignment lists
• Partner with Fleet Manager on vehicle registrations, renewals, fuel cards, and replacement documentation
• Assist Fleet Manager with DOT regulated drivers and assets

Schedule maintenance appointments as needed

Employee Benefits

• Paid Time Off
• Holiday Pay
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Additional Ancillary Insurance
• 401(k) Employer Match

Working Environment:

Typical office working environment necessary to perform all essential job functions with reasonable accommodations compliant with EEOC enforced ADA guidelines. This position is primarily indoors, consistent with a standard office position and has a noise level of mostly low to moderate.  Outdoor activities may include travel to clients’ project sites and local and out of state offices of the company and its customers, as necessary.