Office Manager - Mid-South

The BJC Group•Nashville, TN

1d•Onsite

About The Position

The Office Manager keeps the Mid-South branch running smoothly day to day. This role supports the project team and branch leadership, manages the office, its technology, and vendor relationships, serves as the local extension of the company’s Human Resources team in the Pacific Northwest office, and helps promote the branch’s work through marketing.

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with HRIS systems (BambooHR mentioned).
Familiarity with social media platforms for business (Facebook, Instagram, LinkedIn).
Ability to manage multiple tasks and prioritize effectively.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Attention to detail.
Ability to handle confidential information with discretion.

Nice To Haves

Experience in an office management role.
Experience supporting HR functions.
Experience in marketing or communications.
Experience as an Executive Assistant.

Responsibilities

Track the status of the company’s contractor licenses, business licenses, and registrations in the branch’s states and jurisdictions; submit renewals on time and establish licenses in new jurisdictions as needed.
Assist Project Managers and Project Engineers as needed, including bid and qualification packages, permit applications, certificates of insurance, bond requests, and closeout documents such as O&M manuals.
Set up and maintain vendor and supplier accounts, including credit applications, W-9s, and insurance certificates; serve as the branch’s point of contact for vendor relationships.
Code incoming invoices with job numbers and cost codes; follow up with vendors on discrepancies.
Maintain the branch job list and PO log, adding new jobs as they are awarded.
Maintain organized electronic and hard-copy project and company files.
Track vehicle registrations and driving records for branch vehicles to support DOT compliance.
Manage the physical office space, keeping the conference room, work areas, print room, and kitchen clean, organized, and ready for clients.
Coordinate with the landlord and service providers on maintenance, repairs, cleaning, and building access and security.
Maintain inventory of office supplies, field supplies, and equipment, including field job boxes; order as needed within budget.
Serve as the branch’s local point of contact for technology: coordinate with the IT help desk on computer, network, printer, and phone issues, and make sure software updates are applied consistently.
Manage phone, internet, and equipment accounts; review monthly billing for accuracy and savings; coordinate new equipment purchases.
Answer and route phone calls, greet visitors, and process incoming and outgoing mail and deliveries.
Maintain the branch calendar of anticipated absences, staff meetings, birthdays, and work anniversaries.
Coordinate the surplus or disposal of extra stock and salvaged items returned from projects.
Coordinate onboarding for new branch employees: prepare workstations, set up laptops and equipment with the IT help desk, and arrange keys, building access, and business cards.
Distribute and collect new-hire paperwork through BambooHR, and confirm with HR that everything is complete.
Hold first-day orientation on office procedures, branch logistics, and where to find resources.
Coordinate offboarding: collect laptops, phones, keys, and other company property, and coordinate account deactivation with IT and HR.
Serve as the local point of contact for employee HR and benefits questions, routing them to the HR team as appropriate.
Assist with recruiting logistics, including posting openings, scheduling interviews, and coordinating with hiring managers.
Keep required workplace postings current and help with incident reporting and recordkeeping in coordination with HR and Safety.
Handle employee information confidentially and in line with company HR policies.
Create and post regular social media content (e.g., Facebook, Instagram, LinkedIn) highlighting branch projects, people, and milestones, following the company posting schedule and brand standards.
Coordinate final project photography, including scheduling photographers, securing site access, and organizing the branch photo library.
Gather and submit branch project profiles, news, and other updates for the company website.
Assist in preparing proposals, qualification packages, firm profiles, and letters of interest.
Support press releases, award submissions, and community and industry events.
Maintain a database of past and current clients.
Manage calendars for branch leadership, including scheduling meetings, appointments, and client visits.
Arrange travel and prepare itineraries.
Prepare correspondence, reports, and presentations.
Coordinate internal meetings and company events; prepare agendas, take notes, and track action items.
Screen and prioritize calls, emails, and requests on behalf of branch leadership.
Process expense reports and reimbursements.
Handle confidential business information with discretion.
Complete special projects and other duties as assigned.