Office Manager / Project Coordinator
About The Position
Spiniello is seeking an experienced Office Manager / Project Coordinator to support our Mid-Atlantic operations and serve as the operational hub between the office, field teams, clients, vendors, and corporate departments. This position offers the opportunity to play a critical role in keeping daily operations running efficiently while supporting project administration, payroll coordination, certified payroll compliance, onboarding, accounting functions, and office management. Working closely with the General Manager, Project Managers, field personnel, HR, Payroll, and Accounting, the Office Manager / Project Coordinator will help ensure projects and business operations are executed with accuracy, organization, and exceptional customer service. Reporting directly to the General Manager, this individual will oversee office administration while providing project coordination support across multiple active underground utility and heavy civil construction projects throughout the Washington, DC metropolitan region.
Requirements
- Five to seven years of experience as an Office Manager, Project Coordinator, or in a similar administrative role.
- Strong organizational and multitasking skills with exceptional attention to detail.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office, including Excel, Word, and PowerPoint.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Strong interpersonal skills with the ability to collaborate across departments and with external partners.
Nice To Haves
- Experience supporting heavy civil, underground utility, or construction operations.
- Experience with certified payroll administration.
- Familiarity with construction management software such as HCSS, Vista, or similar ERP systems.
- Experience supporting public works, municipal, or utility construction projects.
- Working knowledge of prevailing wage and certified payroll requirements.
Responsibilities
- Manage daily office operations, including office supplies, mail distribution, shipping and receiving, and office equipment coordination.
- Coordinate office maintenance, vendor services, and facility needs.
- Plan and coordinate office events and employee engagement activities.
- Serve as the primary point of contact for general office operations and customer inquiries.
- Assist with bid document preparation and submissions to public agencies.
- Maintain permits, business licenses, and compliance documentation.
- Track subcontractor and vendor invoices while ensuring proper job coding.
- Review invoices and change order documentation before routing for approval.
- Support Project Managers with project documentation and administrative needs.
- Collect and submit weekly payroll information.
- Maintain certified payroll records for active projects.
- Assist with subcontractor payroll coordination and reporting.
- Process petty cash, client payments, vendor invoices, and monthly purchasing documentation.
- Support accounting with project-related financial documentation.
- Coordinate employee onboarding and offboarding activities.
- Manage new hire documentation and work authorization records.
- Serve as the office resource for employee paperwork and benefit administration.
- Partner with HR to ensure compliance with company policies and employment requirements.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
