Office Manager

The Old Dominion Group•Greensboro, NC

1d•Hybrid

About The Position

Old Dominion Group Inc., a respected specialty contractor founded in 1981, is seeking an Office Manager to provide essential administrative and operational support for company activities across North and South Carolina. The Office Manager is responsible for performing a wide range of administrative functions to support daily operations and ensure organizational efficiency. Key responsibilities include assisting with workforce coordination activities such as identifying, hiring, onboarding, and offboarding field personnel; organizing and supporting project-related administrative tasks; and providing general administrative support to managers and employees. This role also includes assisting with daily office operations and overseeing general administrative activities throughout the region. This position requires bilingual proficiency in English and Spanish, with the ability to communicate fluently and conduct new employee orientations in both languages. Frequent travel between office and job site locations in North and South Carolina is required.

Requirements

High School diploma or equivalent required; or a combination of equivalent training, education, and relevant work experience.
Knowledge of office management systems and procedures.
4+ year’s administrative experience.
Working knowledge of human resources policies and practices, or experience with general administrative functions with a desire to learn about HR and Payroll.
Excellent written and verbal communication skills with strong interpersonal abilities.
Reliable and punctual with a strong work ethic.
Must have reliable transportation and the ability to work extended hours as needed.
Ability to multi-task, meet deadlines, and manage time and priorities effectively in a fast-paced construction environment.
Strong organizational skills with high attention to detail.
Ability to think critically, problem-solve, and work independently with minimal supervision.
Demonstrated customer service skills and professional demeanor.
Effective team player with a positive, solutions-oriented attitude.
Proficient in Microsoft Office applications (Outlook, Word, Excel, etc.) and comfortable using digital reporting tools.
Ability to interact professionally and constructively with employees at all levels, supervisors, vendors, subcontractors, and other stakeholders.
Bilingual proficiency in English and Spanish.

Responsibilities

Set up jobs in project management software.
Assist with job maintenance including contract price adjustments, tracking change orders, and closing completed jobs.
Assist with purchasing and tracking equipment and inventory for jobs.
Communicate any project changes to the construction manager and other key parties.
Obtain certificate of insurance documents and manage annual renewal.
Oversee and support all accounting efforts including client billing, financial reporting.
Prepare contracts and lien waivers for signature and generate lower tier waivers.
Prepare production packets & blueprints with job progress reports for foremen, in order to prepare weekly progress reports with operations and construction manager and send accurate production reports to the pre-construction team.
Work with Human Resources, Payroll, and Safety in areas related to pre-employment, applicable background checks, orientation/onboarding, terminations, benefits, employee status changes, time and leave administration, and other employee lifecycle processes; and serve as the initial point of contact or liaison between these departments and field operations.
Manage passes, badges, and other necessities for site access.
Assist management and field leadership with recruiting and hiring skilled labor.
Facilitate all new hire orientations in English and Spanish including drug screening, new hire paperwork, benefits enrollment and eligibility communication, and safety orientation.
With guidance, complete employment verification and unemployment requests via fax, phone, or email.
Maintain employment, medical, and training files in a confidential, organized manner consistent with policy and law; and tracking/communicating safety training needs (e.g., OSHA, lift training, fall protection, refreshers, etc).
Responsible for miscellaneous administrative duties including filing, faxing, emailing, phone communication, ordering and tracking supplies, troubleshooting minor office equipment and IT issues, organizing and creating forms, opening and distributing mail, ordering lunch, ensuring the kitchen is maintained and restocked, etc.
Coordinate logistics and calendars for training and other department events, including scheduling meetings, arranging plans, travel, coordinating with vendors and customers, etc.
Provide general support to the team and visitors.
Handle office receptionist duties including answering and directing phone calls and providing general support to visitors.
Perform all tasks assigned by supervisor, other members of management (e.g., branch and operations managers, estimating and project executives, and department heads, in a timely, collaborative, and accurate manner.