Compass Group USA · 1 week ago
OFFICE MANAGER
Pensacola, FL
Full-time
Onsite
Senior Level
5+ years expQuantum North America is a leading design-build firm specializing in Mechanical, Electrical, Plumbing, Installation, and Energy Engineering solutions. The Office Manager supervises the daily administrative and operational functions of the office, ensuring efficient operations and strong customer service while supporting both service and construction departments.
AdviceFood and BeverageHospitalityProfessional Services
Responsibilities
Manage the day-to-day operations of the office, ensuring an organized and professional environment
Supervise administrative staff including dispatch, accounting support, and clerical personnel
Oversee document control for projects, including contracts, purchase orders, submittals, and change orders
Maintain all company records, licenses, insurance certificates, and compliance documentation
Coordinate with HR for onboarding, timekeeping, and employee documentation
Serve as a primary point of contact for customers, vendors, and service providers
Handle incoming calls, emails, and customer inquiries in a professional and timely manner
Support service dispatch and ensure customer requests are logged, scheduled, and completed efficiently
Work with vendors on quotes, pricing, and material orders to support project and service needs
Assist with billing, pay applications, accounts payable, and accounts receivable processes
Review and track purchase orders, expense reports, and project-related costs
Support management in developing reports, budgets, and forecasts
Maintain accuracy and organization of financial records and data entry into company systems
Provide administrative and scheduling support for project managers, service coordinators, and field teams
Coordinate travel, logistics, and deliveries as needed
Assist in preparing project binders, closeout packages, and client documentation
Track warranty, maintenance contracts, and service follow-ups
Facilitate communication between office and field personnel, ensuring smooth flow of information
Lead weekly office coordination meetings and participate in management meetings
Assist the Director of Construction and leadership team with administrative and operational priorities
Help drive a culture of accountability, efficiency, and positive teamwork
Support business development efforts by preparing proposals, presentations, and customer packets
Maintain customer contact lists and assist in outreach to new and existing clients
Ensure consistent follow-up with clients to support satisfaction and repeat business
Help coordinate company events, customer appreciation efforts, and marketing materials
Qualification
Preferred
Associate or bachelor's degree preferred
5+ years of administrative management experience, preferably in construction, HVAC, or service-based industry
Proficient in Microsoft Office Suite, Smartsheet, Procore, and/or accounting software (e.g., Vista Viewpoint, QuickBooks)
Strong organizational, communication, and interpersonal skills
Ability to handle multiple priorities and meet deadlines in a fast-paced environment
Professional demeanor and ability to interact effectively with clients, staff, and leadership
Benefits
Medical
Dental
Vision
Life Insurance/ AD
Disability Insurance
Retirement Plan
Paid Time Off
Holiday Time Off (varies by site/state)
Associate Shopping Program
Health and Wellness Programs
Discount Marketplace
Identity Theft Protection
Pet Insurance
Commuter Benefits
Employee Assistance Program
Flexible Spending Accounts (FSAs)
Paid Parental Leave
Personal Leave
Company
Compass Group USA
Compass Group is redefining the food and facility services landscape with innovation and passion through the lens of what’s next.
10001+ employees
H1B Sponsorship
Compass Group USA has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (57)
2024 (45)
2023 (49)
2022 (39)
2021 (26)
2020 (29)
Funding
Current Stage
Late StageLeadership Team
Peter Fetherston
CEO - Business & Industry Sector
Minit Gupta
CFO, Business and Industry Sector
Recent News
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