Modular Office Manager

Atlantic Constructors•Richmond, VA

13h•Onsite

About The Position

The Modular Office Manager provides front desk coverage and coordinates the day-to-day office experience for Modular Solutions. The role serves as a welcoming first point of contact for customers, visitors, and employees, and supports reception, customer visits, new-hire welcomes, department meetings and events, office readiness, internal communications, and Business Operations administrative needs. The position partners with HR, IT, Safety, Facilities, and Marketing, while those teams retain responsibility for their respective functions. Front desk coverage, visitor reception, and office readiness are the core responsibilities. Other coordination and administrative assignments are prioritized through the Director of Business Operations to ensure reliable coverage and avoid conflicting requests from multiple departments. The position is primarily on-site in an office, uses standard office equipment, and involves routine interaction with visitors and staff. Occasional access to designated manufacturing or shop areas may be required, subject to facility procedures and PPE requirements. Routine travel is not anticipated.

Requirements

High school diploma/GED and at least one year of relevant reception, office administration, customer service, or coordination experience; equivalent combinations of education, training, and experience may be considered.
Working knowledge of Microsoft 365 applications, including Outlook, Word, Excel, and Teams.
Professional, welcoming communication style with customers, employees, visitors, and leadership.
Strong organization, attention to detail, discretion with confidential information, and ability to manage competing priorities in a front desk environment.
Ability to work with minimal supervision, follow established processes, communicate issues promptly, and maintain a service-oriented approach.
Ability to meet company employment and workplace requirements established by HR.

Nice To Haves

Experience coordinating office events, customer visits, leadership meetings, or new-hire welcome activities.
Experience in a construction, manufacturing, engineering, or project-based business environment.

Responsibilities

Serve as the primary reception contact; greet and direct visitors, answer and route calls, and notify employees of guest arrivals according to established procedures.
Maintain an organized, professional, and welcoming reception area; coordinate conference room setup and shared office readiness.
Monitor and coordinate office supplies, routine office services, mail, and package handoffs; route Facilities and IT needs to the responsible departments.
Maintain current office contact lists, shared reference materials, and basic administrative records.
Coordinate logistics for scheduled customer, partner, and executive visits with Sales, leadership, and designated hosts, including meeting spaces, refreshments, catering, agendas, arrival details, and approved materials.
Coordinate visitor check-in, access needs, tour logistics, and required visitor safety/PPE arrangements with responsible personnel.
Partner with HR and hiring managers to prepare Modular-specific first-day arrival information, welcomes, office introductions, and introductory schedules for new hires.
Prepare approved welcome materials; introduce new employees to work areas, key contacts, and shared office resources; coordinate welcome lunches or team introductions and connect new employees with HR, IT, and Safety for formal onboarding.
Coordinate department lunches, meetings, team events, recognition activities, and employee milestones within approved plans and budgets; manage related reservations, attendance, supplies, catering, and setup.
Gather and coordinate information for approved department announcements, welcome messages, employee recognition, and internal communications.
Support Digital Marketing and Business Development by organizing approved customer-facing materials, visitor welcome items, and event logistics.
Support leadership scheduling, meeting preparation, training logistics, administrative follow-ups, and organization of departmental resources.
Maintain administrative trackers, checklists, and records for recurring office activities; identify opportunities to improve office coordination and standardize routine activities.
Perform other related administrative duties as assigned while maintaining reception coverage as a priority.