Office Service Manager

RUBICON TECHNICAL SERVICES

8d•$53 - $55•Remote

About The Position

Rubicon Technical Services is seeking a Remote Office Service Manager to oversee day-to-day administrative and office service operations while providing effective support to management, employees, project teams, clients, and external partners. The Office Service Manager will serve as a central point of coordination for administrative services, office processes, documentation, scheduling, communications, vendor coordination, and operational support. The ideal candidate is highly organized, dependable, proactive, and comfortable managing multiple priorities in a remote work environment.

Requirements

3+ years of experience in office management, administrative management, operations coordination, or a related position.
Experience supporting managers, executives, project teams, or technical organizations.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Strong attention to detail and follow-through.
Ability to manage multiple priorities and deadlines independently.
Strong problem-solving and decision-making skills.
Proficiency with Microsoft Office or Microsoft 365, including Word, Excel, Outlook, Teams, and PowerPoint.
Experience with collaboration and project-management platforms.
Ability to work effectively in a fully remote environment.
Ability to maintain confidentiality and exercise sound professional judgment.

Nice To Haves

Experience working within engineering, construction, technical services, data center, or other project-driven environments.
Experience coordinating vendors and external service providers.
Familiarity with project documentation and administrative controls.
Experience with procurement, invoicing, expense tracking, or budget administration.
Experience supporting distributed or multi-location teams.
Associate's or bachelor's degree in Business Administration, Operations, Management, or a related field is preferred.

Responsibilities

Manage daily remote office service and administrative operations.
Coordinate calendars, meetings, appointments, virtual conferences, and internal events.
Serve as a central point of contact for administrative requests from employees, managers, project teams, and external partners.
Coordinate office-related vendors, service providers, and contractors as required.
Maintain accurate administrative records, files, reports, and company documentation.
Support onboarding and offboarding activities by coordinating administrative requirements and ensuring necessary documentation is completed.
Assist management with scheduling, correspondence, presentations, reports, and other administrative needs.
Monitor office service requests and ensure issues are assigned, followed up on, and resolved in a timely manner.
Coordinate purchasing of office supplies, equipment, and other administrative resources.
Maintain vendor information, service records, invoices, and related documentation.
Assist with invoice processing, expense tracking, purchase orders, and administrative budgets.
Develop and maintain administrative procedures that improve efficiency and consistency.
Prepare recurring operational reports and management summaries.
Coordinate communication between departments and ensure important information is distributed appropriately.
Support project teams with document organization, meeting coordination, reporting, and administrative follow-up.
Maintain confidentiality when handling employee, company, client, financial, and operational information.
Assist with company meetings, training sessions, employee events, and virtual team activities.
Identify administrative process improvements and recommend practical solutions to management.
Ensure office service activities are completed in accordance with company policies and procedures.
Perform other administrative and operational duties as assigned.
Remote office coordination
Administrative workflow management
Vendor and service-provider coordination
Document and records management
Meeting and calendar management
Procurement and office supply coordination
Invoice and expense administration
Employee support services
Internal communications
Reporting and operational tracking
Process improvement
Administrative compliance