Office Manager

Haag, a Salas O'Brien Company•Roanoke, VA

32d•Onsite

About The Position

The Office Manager serves to proactively support Project Managers and help cultivate the culture of Salas O’Brien as a growing national firm. To thrive in that role, you will need to be an energetic professional who cares about the big picture while being diligent about meeting deadlines and following through.

Requirements

You are a self-starter
You have experience with interacting with technical staff and outside clients.
Must be a Microsoft Excel user.
Ability to work in a fast paced and demanding environment
Energetic, organized professional with a knowledge of finance related software.
Self-sufficiency on projects and being responsible for organization, communication, implementation, and completion.
Excellent communication skills (both written and verbal).
Strong analytical skills.
Ability to work in a fast paced and demanding environment.

Responsibilities

Assist with processing Construction Administration (CA) documentation, including submittals, Requests for Information (RFIs), field reports, meeting minutes, and other project-related correspondence.
Download, organize, distribute, and file project documentation, ensuring the appropriate project team members are notified of required actions.
Maintain and update project tracking logs for submittals, RFIs, change orders, and other project deliverables.
Monitor and assist with tracking project schedules, milestones, deadlines, and deliverable due dates.
Coordinate office operations, including supply inventory management, ordering office materials, and maintaining office resources.
Organize and coordinate team lunches, training sessions, meetings, and other office events, including room setup and logistics.
Provide administrative support to management staff by editing and formatting reports, proposals, meeting materials, and other business documents.
Assist with project number requests, project setup documentation, and project-related administrative processes.
Support specification development and compilation by organizing and formatting specification documents and related materials.
Conduct market research to identify potential project opportunities, target clients, industry trends, and strategic business development prospects.
Research and compile client, consultant, contractor, and industry contact information to support business development initiatives.
Attend meetings as requested and prepare detailed meeting notes, action item lists, and follow-up documentation.
Compile, organize, update, and distribute plan sets and drawing packages for project teams and client presentations.
Prepare and handwrite client appreciation and thank-you notes to support client relationship management initiatives.
Coordinate staff parking assignments, office logistics, visitor arrangements, and related administrative activities.
Review marketing reports, lead tracking information, and business development metrics to identify potential opportunities and client engagement efforts.
Assist with maintaining project and business development databases, contact lists, and internal records.
Provide general administrative support to project managers, office leadership, and technical staff to improve project efficiency and operational effectiveness.
Working with Landlord to get issues fixed
Compiling stick sets of drawings
Preparing items for new staff onboarding