Office Manager

POSITION SUMMARY

The Office Manager will oversee the day-to-day administrative operations of the office, serving as a key point of contact for employees, visitors, clients, vendors, and corporate teams. This role will ensure the office operates efficiently and professionally while providing administrative support to project and corporate teams.

The successful candidate will be highly organized, proactive, detail-oriented, and comfortable working independently in a fast-paced construction environment.

CORE RESPONSIBILITIES

Safety & Compliance

• Demonstrate and promote Forbes Bros.' core value of “WE WORK SAFE” in all activities.
• Maintain confidentiality and exercise discretion when handling sensitive information.
• Follow company policies, procedures, and applicable regulatory requirements.

Office Operations

• Oversee the day-to-day operations and administration of the office.
• Serve as the primary point of contact for employees, visitors, vendors, and general inquiries.
• Coordinate office supplies, equipment, mail, deliveries, building access, and maintenance.
• Liaise with property management and external service providers as required.
• Maintain a professional, organized, and welcoming office environment.
• Coordinate travel, meetings, events, and other office activities as required.

Administrative & Project Support

• Provide administrative support to project managers, operations, and corporate departments.
• Assist with document management, filing, data entry, reporting, and correspondence.
• Maintain and organize records using Microsoft Office, Outlook, SharePoint, and Teams.
• Support project and employee documentation as required.
• Assist with onboarding and offboarding, including workspace, access cards, equipment, and supplies.

Employee & Team Support

• Coordinate new employee onboarding and ensure new hires have the necessary resources and access.
• Support employee communications and office-wide initiatives.
• Schedule and prepare meeting rooms and maintain meeting calendars.
• Coordinate with IT to address office equipment, technology, and access requirements.

Continuous Improvement

• Identify opportunities to improve administrative processes and office efficiency.
• Develop and maintain organized administrative systems and procedures.
• Support other administrative and operational initiatives as required.

ESSENTIAL REQUIREMENTS

Education & Experience

• High School Diploma or GED required.
• Minimum three (3) years of experience in office administration, office coordination, or office management.
• Previous experience in construction, engineering, industrial, utilities, or another project-based environment is strongly preferred.
• Experience supporting project teams or a fast-paced operational environment is an asset.

Skills & Abilities

• Strong computer skills with proficiency in Microsoft Office, particularly Outlook, Word, and Excel.
• Experience with SharePoint and Microsoft Teams.
• Excellent organizational and time-management skills with the ability to manage multiple priorities.
• Strong verbal and written communication skills with a high degree of accuracy and attention to detail.
• Excellent interpersonal skills with the ability to communicate effectively with all levels of management, employees, clients, and external partners.
• Strong problem-solving skills and the ability to identify issues and develop practical solutions.
• Ability to work independently with minimal supervision in a fast-paced environment.
• Professional, approachable, and service-oriented demeanor.
• Ability to maintain confidentiality and exercise sound judgment.