Position Summary
Our Client seeks a dependable, organized Office Manager to handle front-office operations, correspondence, office supplies and upkeep, and vendor onboarding records while supporting day-to-day administrative needs.
Essential Job Functions
Telephone and Visitor Management
- Answer and screen incoming calls for designated personnel, direct calls, and promptly relay messages.
- Greet and screen visitors and vendors through the intercom and apply the company's no-soliciting and visitor access policies.
Mail Handling and Distribution
- Receive, sort, process and distribute incoming mail; stamp and prepare outgoing mail for daily postal pickup.
- Route invoices to Accounts Payable and confidential financial, vehicle, benefits, legal and other correspondence to authorized personnel.
- Distribute personal and confidential correspondence unopened in accordance with company procedures.
Office Supplies and Maintenance
- Monitor office and restroom supplies, conduct regular office walk-throughs and identify maintenance or supply needs.
- Coordinate supply orders through approved vendors.
- Perform routine light housekeeping to maintain professional shared spaces, including weekly refrigerator cleanouts.
Vendor Onboarding and Records
- Coordinate new-vendor onboarding and collect required W-9 forms, certificates of insurance and applicable contractor licenses.
- Create and maintain organized vendor files in accordance with company procedures.
- Update vendor addresses, contacts and other records in QuickBooks and Procore as needed.
Additional Administrative and Operational Support
As assigned and according to business needs, assist with general office administration, purchasing and inventory, administrative accounts payable and receivable processes, project documentation, vendor coordination, and confidential employee onboarding or payroll paperwork. Perform other related duties consistent with the position.
Minimum Qualifications
- Prior experience in office administration, front-office coordination, office management or comparable work.
- Experience answering business calls, assisting visitors, handling correspondence and maintaining accurate records.
- Strong organizational skills, attention to detail, ability to handle competing priorities and discretion with confidential information.
- Proficiency with Microsoft Office and ability to learn or use company business software.
- Professional verbal and written communication skills.
- Ability to perform essential job functions, with or without reasonable accommodation.
Preferred Qualifications
- Experience in construction, contracting or a related industry.
- Familiarity with QuickBooks, Procore, vendor onboarding, W-9s, certificates of insurance or contractor licensing records.
- Administrative exposure to accounts payable, accounts receivable, HR or payroll support.
Workplace and Compensation
On-site in Brea, California. Annual base salary range: $65,000–$70,000. Actual compensation within the range will depend on job-related qualifications and experience. Position classification and schedule will be confirmed with Our Client.
Equal Employment Opportunity
Our Client is an equal opportunity employer and considers qualified candidates without regard to protected characteristics under applicable law. Reasonable accommodations are available to qualified applicants and employees as required by law.