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Rogers-O'Brien Construction · 1 day ago

Office Manager

Houston, TX

Full-time

Onsite

Senior Level

5+ years exp

Rogers-O'Brien Construction is a construction company seeking an Office Manager to organize and coordinate office operations for regional leaders and the estimating team. The role involves providing comprehensive administrative support, managing calendars, coordinating meetings, and assisting with bid preparation and office management tasks.

ConstructionReal Estate

Growth Opportunities

Responsibilities

Manage regional leader calendars, schedule appointments, and coordinate meeting rooms

Process and submit expense reports for regional leaders in a timely and accurate manner

Make and coordinate travel arrangements for regional leaders, including flights, hotels, and ground transportation

Prepare correspondence, presentations, and reports as directed

Manage tasks as assigned with attention to deadlines and priorities

Maintain confidentiality of sensitive information

Know the locations of RO regional executives, in case of urgent matters

Assist the estimating team with bid preparation and document organization

Coordinate and track bid schedules and submission deadlines

Prepare and distribute bid documents, addenda, and related materials

Maintain estimating files and project databases

Schedule and coordinate pre-bid meetings and site visits

Communicate with subcontractors and vendors regarding bid requests

Compile and organize project specifications, drawings, and scope documents

Maintain office services by organizing office operations and procedures

Serve as the point person for all office maintenance requests through the property management company

Procure, manage, and maintain office equipment (furniture, copiers, fax machines)

Order and maintain uniform and branded apparel inventory for regional employee distribution

Ensure break room is tidy and that coffee and water are available for guests and employees

Maintain, organize, and inventory project retention files at local storage facility

Serve as the professional first impressions ambassador to all visitors to our RO regional office

Coordinate phone and provide front desk coverage

Greet and assist office visitors in a professional and welcoming manner

Answer and forward incoming phone calls in a timely manner

Receive, sort, and distribute mail

Perform clerical duties such as filing, copying, scanning, and data entry

Prepare letters, meeting minutes, and other documents and distribute as required

Manage Outlook calendars of regional leaders

Manage and maintain meeting rooms

Maintain regional petty cash account, including processing check requests and reconciling the account

Review and code all regional overhead invoices

Review, analyze, and report on departmental and office budget and expenditure variances

Coordinate with Regional President and Vice President on annual budget formulation

Manage, Review and approve time cards for regional hourly and non-project employees

Assist with hiring and onboarding of regional personnel (pre-hire screenings, paperwork, orientations)

Update company intranet with regional project and employee information, events, and announcements

Coordinate and prepare for regional client and employee events (meetings, holiday parties, fundraising events)

Prepare Employee Recognition awards and notifications

Maintain employee and customer/supplier relationships by coordinating holiday gifts, cards, and flowers

Qualification

Office ManagementMicrosoft Office SuiteDatabase ManagementConstruction Industry ExperienceAccounting SoftwareBluebeamProcoreProfessional DemeanorCommunication SkillsOrganizational SkillsTime ManagementAttention to DetailTeam CollaborationConfidentiality