Office Manager - Southern California District

Kiewit • Costa Mesa, CA

2d • Onsite

About The Position

We are currently looking for a proactive Office Manager to support our growing team and associated District Office location in Costa Mesa, CA. The successful candidate will provide exceptional office administration support to a fast-paced construction/engineering group in Southern California. Office administration support duties may include: new hire onboarding, maintaining office systems, supplies, assisting with payroll distribution, document management, office clerical/support services, printing, mail distribution, greeting visitors, answering phones along with other assigned tasks.

Requirements

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
• High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or oil/gas/chemicals.
• Strong time-management skills and multitasking ability
• Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
• Experience planning meetings in a fast-paced environment.
• Can independently execute their work with minimal oversight and proactively assess personnel and office needs as they arise.
• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
• Perform work safely and effectively. Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines.
• Work overtime and weekends as required.
• May work at various different locations and conditions may vary.

Nice To Haves

• Familiar with Adobe products including Acrobat and InDesign is preferred.

Responsibilities

• Manage the front desk/reception operations, acting as the first point of contact for guests, employees, candidates, and vendors
• Payroll and Timecards verification
• Coordinate new hire onboarding with HR/Business team (recruiting, onboarding, responding to employees’ inquiries, attendance tracking, time off requests processing).
• Sorting and Distribution of incoming mail
• Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closest, and communal areas
• Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
• Manage all information regarding the office, between the building management and the staff.
• Coordinate schedules, travel arrangements and expenses.
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Assist with presentation preparation.
• Prepare outgoing mail and correspondence, including e-mails and faxes.
• Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Handle sensitive and confidential information with discretion

Benefits

• top-tier medical, dental and vision plans covering eligible employees and dependents
• voluntary wellness and employee assistance programs
• life insurance
• disability
• retirement plans with matching
• generous paid time off

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED