Project Office Manager

Zephyr U A S Inc•Los Angeles, CA

1d•$35 - $45•Onsite

About The Position

The Project Office Manager combines office management and project administration, with primary responsibility for keeping an integrated project management and construction project office organized, well-equipped, and running smoothly. The role oversees daily office operations, facilities, supplies, meeting logistics, and staff support, while assisting the project management team with meeting minutes, correspondence, document control, tracking logs, and coordination with clients, contractors, and design consultants. Zephyr Rail seeks a hands-on, proactive professional who can independently manage competing priorities, anticipate team needs, and follow through on details in a fast-paced project environment. The position is based onsite daily at the Los Angeles project office, with occasional local travel for work-related tasks. The stated salary range is $35.00–$45.00 per hour.

Requirements

At least 3 years of experience in office management, project administration, or administrative coordination.
Ability to independently manage office operations, organize records, prioritize multiple requests, and meet deadlines.
Strong written and verbal communication skills, including preparing professional meeting minutes, correspondence, and action-item logs.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared electronic filing systems.
Excellent attention to detail, discretion, responsiveness, and follow-through when coordinating with internal and external stakeholders.
Ability to work onsite daily at the Los Angeles project office and travel locally for occasional work-related tasks as needed.
Valid California Class C driver's license.
Eligible to work in the United States.

Nice To Haves

Experience supporting engineering, construction, or infrastructure projects.
Experience managing a project or field office for a construction management, engineering, or public infrastructure team.
Familiarity with SharePoint, Procore, Unifier, Bluebeam, Adobe Acrobat, or other document management and collaboration systems.
Experience supporting document control processes, purchase orders, timesheets, ODC tracking, and project administrative reporting.
Experience coordinating with clients, contractors, designers, and multiple project stakeholders.

Responsibilities

Oversee day-to-day project office operations and maintain an organized, efficient, and professional work environment.
Manage office supplies, equipment, furniture, and related purchases; maintain inventories, track orders and deliveries, and coordinate with vendors and service providers.
Coordinate office space and facility needs, including workstations, conference rooms, maintenance, access, IT support requests, and office setup or changes.
Arrange meeting logistics, calendars, conference rooms, virtual meeting connections, site visits, and project events.
Support onboarding and offboarding of project personnel, including workspace preparation, access requests, equipment coordination, and orientation to office procedures.
Serve as a primary administrative point of contact for office-related matters and coordinate with project staff, clients, contractors, consultants, and service providers as needed.
Maintain office procedures, staff contact lists, records, shared files, distribution lists, and administrative trackers; identify opportunities to improve office workflows.
Assist with routine administrative tracking, including timesheets, other direct cost (ODC) logs, expense records, invoices, office orders, and related reporting.
Prepare meeting agendas and materials; attend meetings, draft and distribute clear, accurate minutes, and maintain and follow up on action-item logs.
Prepare, format, and distribute project correspondence, memoranda, presentations, spreadsheets, and periodic status reports.
Support document control staff with organizing, filing, logging, routing, distributing, retrieving, and archiving project documents in accordance with established procedures.
Support the Office Engineer and project team in tracking correspondence, requests for information (RFIs), submittals, and other project deliverables; follow up with responsible team members on administrative status and deadlines.
Coordinate routine communications and information requests among the project management team, client representatives, contractors, and designers, elevating technical or contractual matters to the appropriate personnel.
Provide administrative support for project records, office operations, and other related duties as assigned.