Office Manager - Southern California District

Kiewit•Costa Mesa, CA

69d•$27 - $33•Onsite

About The Position

The Office Manager supports the Southern California District Office in Costa Mesa, California, providing administrative support to a fast-paced construction and engineering team. The role covers front desk operations, onboarding and employee support, payroll and timecard verification, office organization and supplies, communications, meeting and travel coordination, and assistance with presentations and events. The Office Manager is expected to handle confidential information discreetly, work independently with minimal oversight, and complete work productively and safely within deadlines.

Requirements

High school diploma.
At least 3 years of applicable executive-level support experience.
Proficiency in Microsoft Office products, including Word, Excel, PowerPoint, Visio, and SharePoint.
Strong time-management skills and ability to multitask.
Positive, proactive, and collaborative approach, with the ability to maintain strict confidentiality.
Experience planning meetings in a fast-paced environment.
Ability to execute work independently with minimal oversight and proactively assess personnel and office needs.
Regular, reliable attendance.
Ability to meet deadlines, work safely and effectively, follow oral and written instructions, and communicate professionally.
Ability to work during normal operating hours and work overtime and weekends as required.

Nice To Haves

Experience in engineering, construction, or oil/gas/chemicals.
Familiarity with Adobe products, including Acrobat and InDesign.

Responsibilities

Manage front desk and reception operations as the first point of contact for guests, employees, candidates, and vendors.
Verify payroll and timecards.
Coordinate new-hire onboarding with the HR and Business teams, including recruiting, responding to employee inquiries, attendance tracking, and processing time-off requests.
Sort and distribute incoming mail; prepare outgoing mail and correspondence, including emails and faxes.
Keep kitchen, conference rooms, stock and storage rooms, closets, and communal areas clean, stocked, and organized.
Oversee and order office supplies, anticipate requirements, stock supply stations, and ensure equipment is in working order.
Manage office-related information and communications between building management and staff.
Coordinate schedules, travel arrangements, and expenses; prepare travel packets with itineraries, maps or directions, and meeting notes.
Greet visitors, organize and arrange meetings, schedule conference rooms, and arrange catered meals.
Assist with presentation preparation.
Support conference and event coordination, including securing meeting locations, arranging hotel contracts and catering, and purchasing prizes.
Handle sensitive and confidential information with discretion.
Work during normal operating hours to organize and complete work by deadlines; work overtime and weekends as required.
Work productively and safely, follow oral and written instructions and policies, and communicate and interact professionally with supervisors, employees, and others.