McCarthy Building Companies, Inc. is one of America's premier commercial construction companies. Our reputation for tackling the toughest building challenges starts with our focus on building high-performing teams that collaborate with clients and industry partners starting in the earliest stages of design, throughout construction and beyond project completion. With offices and employees nationwide, we specialize in a wide range of project types including healthcare, education, renewable energy, marine, water/wastewater, commercial office and retail, hospitality/entertainment and airports. Originally founded as a family business in 1864, today we are proud to be 100 percent employee-owned.
Position Summary:
The Office Manager oversees all functions, operations, and administrative team of the office as well as provides some executive support to the Senior Vice President of Operations.
Reporting & Working Relationships
- Reports directly to the Senior Vice President of Operations
- Manages one or more direct reports such as Receptionists or Operations Assistants.
- Interacts regularly with other Executives and Corporate Department Heads
- Serves as primary contact for office staff, leadership, vendors, and select clients
- Collaborates with fellow administrative peers across the region.
Office Management and Operations
- Forge positive working relationships with all partners in office.
- Cultivate an atmosphere of openness and inclusivity for all external and internal partners and visitors, fostering a welcoming environment reflective of our organizational core values
- Has an eye for detail, cleanliness and organization. Leverage team and resources to ensure a high level of office cleanliness and functionality and address any issues that arise promptly.
- Facilitate and oversee the coordination of transfer and future staff onboarding/offboarding, encompassing seating arrangements, welcome packages, technology, desk setup/teardown, office tours, building access, distribution lists and E-Verify (I9) processes to guarantee a seamless transition
- Maintain a positive and successful relationship with the Building/Property Manager by ensuring rent is paid timely, events are communicated with approval in advance, complaints and issues are addressed immediately, and maintenance needs and requests are submitted promptly and respectfully.
- Manage and organize office spaces, such as office assignments, training spaces, conference room bookings, kitchens, and copy centers ensuring all things are in working order.
- Supervise, mentor, and lead direct reports to ensure reception duties, operational needs, and inventory levels are exceptional and meet the needs of the office.
- Keeps department executives informed and aware of events, visits, milestones, and achievements.
- Coordinate department public relations functions, as assigned, such as special events, fundraising events, conferences, seminars, etc.
- Plans departmental team-building events, holiday celebrations, and order gifts.
- Draft, finalize and maintain vendor contracts using AIA software
- Review and reconcile office invoices
- Support and manage overall budget, including prepaid checks, rent increases, One Card accounts and other budgetary duties as assigned.
- Support the execution of internal office events and celebrations and ensure adequate communication strategies. Acknowledge staff birthdays and anniversaries.
- Create and maintain office communications strategies for office staff.
- Order business unit specific break room and office supplies
- Provide front desk and switchboard coverage as required
- Perform basic administrative and support functions for office
Executive Support
- Calendar, schedule and travel management for assigned executives
- Manage expenses and receipts for the office in Concur on a monthly basis.
- Schedule, plan and coordinate internal and external meetings, lunches/dinners, interviews, video conferences and conference calls
- Coordinate with Business Development to maintain staff memberships to professional organizations or licenses
- Compose and produce a variety of business correspondence, reports, confidential documents and/or forms
- Review and approve timesheets and expense reports for the executive's direct reports as a delegate, where appropriate. Ensure the accuracy of cost and time allocations in alignment with department goals and budgets.
- Track, maintain and report on various data to support executives as well as lead special projects as assigned
- Other tasks and duties as assigned
Qualifications:
- Experience managing 1-5 individuals.
- 7-10 years of office management or administrative support experience in 500+ size company
- Able to assist multiple stakeholders with competing priorities and meet deadlines
- Due to the sensitive nature of this position, a demonstrated ability to maintain the highest levels of confidentiality, integrity and discretion is critical
- High proficiency in calendaring using Microsoft Outlook
- High proficiency with Word, Excel and PowerPoint programs
- Willingness to take on a variety of responsibilities for executives and work non-traditional hours as needed
- Forward-thinking and has an ability and willingness to anticipate needs and be proactive
- Willingness to partner with Executives to achieve a high-performing partnership and department
- Ability to partner with Executives and the administrative team to meet the needs of the office
- Ability to compose non-routine correspondence on own initiative
- Event and meeting coordination experience
- Experience in working in a fast-paced environment with the ability to meet daily deadlines
- Strong attention to detail and solid follow through
- Ability to write and communicate effectively
For Southern California locations only, the salary range for this position is: $85,000 - $110,000 depending on experience. This does not include possible bonus and other benefits which can impact total compensation. Compensation offered may vary based on work location, experience, qualifications, specialty, training, and market and business considerations, among other factors.
McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.
