Assistant Office Manager

ECS Ltd•Williamsburg, VA

About The Position

The Assistant Office Manager supports the Office Manager in leading office operations, financial performance, personnel management, and strategic initiatives. This role serves as a key member of the office leadership team with responsibility for supporting multiple departments, managers, and operational functions while ensuring alignment with company policies, procedures, and objectives. The Assistant Office Manager helps drive operational consistency, employee development, client satisfaction, and business growth while serving as a leadership resource for managers and staff throughout the office. The role is designed to develop future Office Managers and organizational leaders while demonstrating ECS Core Values.

Requirements

10 years of related experience with a degree or 14 years of related experience without a degree
High school diploma or GED required
Maintain licenses and/or certifications as necessary for the work performed or managed per ECS Senior Technical Staff Policies and Procedures
If driving for or on behalf of any ECS subsidiary, a valid driver's license is required
Very strong leadership, communication, and interpersonal skills
Advanced understanding of engineering consulting operations, project execution, and professional services business models
Very strong ability to manage multiple priorities in a fast-paced environment
Very strong judgement, problem-solving ability, and attention to detail
Very strong ability to work effectively with clients, direct reports, peers, and supervisors, as well as independently
Very strong ability to build a team
Client-focused mindset with very strong business development skills
Very strong financial acumen with demonstrated responsibility for P&L performance
Very strong ability to balance technical excellence, people leadership, and business objectives
Very Strong leadership presence with the ability to influence and align teams
Strong strategic thinking and execution capability
E-7/E-8/O-3 (US Military ranks, if meeting education, certification, and license requirements)

Nice To Haves

Bachelor of Science in Civil Engineering, Construction Engineering and Management, Materials Science Engineering, Geology, or a related field is preferred
An MS in Engineering or an MBA is preferred

Responsibilities

Supports the Branch Manager in leading branch-wide operations, including multiple departments, groups, and satellite offices
Provides direct supervision, coaching, mentoring, guidance, and accountability for Department and Group Managers
Leads performance management processes, including goal setting, evaluations, coaching, promotions, improvement plans, and succession planning for the office
Leads recruiting, onboarding, training, and retention efforts for the office
Leads a collaborative, high-performance culture that emphasizes accountability, professional growth, and employee engagement
Builds and leads an effective organizational structure aligned with departmental workload, growth objectives, and service offerings
Communicates branch, subsidiary, and corporate initiatives to staff and supports their implementation at the local level
Serves as a primary ambassador of company values and leadership expectations with the branch
Assists with branch-wide operational consistency, ensuring adherence to company procedures, standards, and risk management practices
Oversees the departments and groups and their ability to perform work properly
Provides senior technical review and oversight of key deliverables, reports, and complex projects, as appropriate
Ensures consistent application of quality control, safety practices, and standard-of-care expectations across the branch
Serves as an operational resource for resolving scheduling conflicts, staffing constraints, and interdepartmental coordination issues
Maintains awareness of industry standards, codes, and best practices relevant to the department
Supports the development and improvement of technical practices, training programs, and standardization initiatives for the office
Coordinates with leadership to align technical practices and resource utilization across offices
Supports, develops, and leads branch-level standardization, training, and continuous improvement initiatives
Supports the Branch Manager in overseeing the office's financial performance, including revenue, profitability, utilization, backlog, overhead control, and key performance indicators (KPIs)
Oversees invoicing, contract compliance, change management, and collections across departments and/or groups
Supports staffing forecasts and workforce planning to balance efficiency, growth, and employee development
Ensures compliance with company policies, procedures, and risk management practices
Shares responsibility for office profit and loss (P&L) performance
Assists in the development and execution of office budgets, revenue targets, financial goals, and business plans
Monitors financial key performance indicators (KPIs) and operational metrics to identify trends, risks, and opportunities for improvement
Develops, maintains, and grows strong client relationships within the market
Leads office business development efforts in coordination with office leadership and business development
Reviews and contributes to proposals, scopes of work, schedules, and fee strategies in accordance with company policies
Represents the firm in professional organizations, industry events, and client meetings
Identifies market trends and opportunities to execute growth strategies aligned with branch and company goals
Serves as a primary client relationship manager for the office
Develops and models a strong safety culture within the office
Ensures staff compliance with safety policies, training requirements, regulatory standards, and company procedures
Leads continuous improvement initiatives focused on safety, quality, innovation, and operational excellence
Collaborates with other branches, departments, and support teams to leverage company-wide resources, expertise, and best practices
Aligns office objectives with subsidiary and company strategies
Participates in leadership meetings, company initiatives, and committees
Leads and communicates subsidiary initiatives to branch staff and oversees successful implementation