Office Manager

POSITION SUMMARY

The Office Manager will serve as the face of our onsite operations. In this central role, you will manage daily administrative functions and act as the primary point of contact for all inquiries. To be successful in the role you need a keen eye for detail, exceptional organizational mastery, and a relentless focus on operational efficiency.

CORE RESPONSIBILITIES

Safety & Compliance

• Emulates Forbes Bros core value of 'WE WORK SAFE' in all daily tasks
• Handle confidential information with discretion
• Comply with internal policies and procedures

Leadership & Office Operations

• Oversee day-to-day office operations for three regional locations, providing leadership, guidance, and support to onsite administrative teams.
• Lead, coach, and develop a team of Office Administrators to deliver consistent, high-quality operational support.
• Manage daily administrative operations, including office upkeep, handling mail and deliveries, and liaising with property management as required.
• Schedule and prepare meeting rooms, maintaining the meeting room calendar.
• Support field employees with PPE requests, apprenticeship documents and IT requests upon Project Manager approval.
• Facilitate employee onboarding processes, coordinating new hire documentation, training requirements, equipment, and operational readiness.
• Coordinate the receipt, staging, inventory tracking, packaging, and drop-shipment of IT equipment to employees and locations across U.S. operations, ensuring accurate asset documentation and timely delivery.

Compliance & Contractor Administration

• Obtain and manage permits for construction activities.
• Maintain records for licenses, certifications, and compliance documentation.
• Manage contractor compliance by ensuring subcontractors maintain required insurance coverage, certifications, and company-mandated documentation.
• Maintain and manage office and field commodities, supplies, and resources to ensure facilities and operations teams have the materials needed to support daily business activities.

Project & Financial Administration

• Manage job setup and maintenance within company systems, ensuring accurate project information, customer requirements, billing details, and timely invoicing.
• Support payroll administration by reviewing and processing through timesheet review, discrepancy resolution and payroll coordination.
• Scan & upload employee or project documents, including timesheets, invoices and all vehicle and Fuel Card sign-outs to the specified shared Drive
• Maintain various tracking documents for projects, crews & reporting purposes

ESSENTIAL REQUIREMENTS

Education & Experience

• High School Diploma or GED.
• Minimum 5 years of experience as an Office Administrator in the construction industry or a similar environment.
• Minimum 2 years of experience providing team leadership, supervision, or coordination.
• Demonstrated ability to lead, support, and motivate a team while maintaining a positive and productive work environment.
• Bachelor's degree in Business, Management, or a related field preferred.

Skills & Abilities

• Strong computer skills and experience having worked with multiple platforms including MS Office, Excel, MS Project
• Ability to identify problems/issues and generate solutions
• Strong verbal and written communication skills with a high degree of accuracy and attention to detail
• Excellent interpersonal skills: ability to communicate and interact effectively with all levels of management, employees and clients