Office Manager

The Office Manager is the heart of our firm, bringing our core values to life by creating an organized, welcoming, and fun workplace by keeping our 20-person team connected, supporting clients and associates, and ensuring our office runs as smoothly as the infrastructure we help design. This role oversees our daily administrative operations while fostering the collaborative, family-oriented culture that makes Pakpour Consulting Group a great place to work. Location and Work Schedule Pleasanton, CA (In Person) Part-time (20 to 32 hours per week) if candidate meets “minimum qualifications;” or potentially Full-time (32+ hours per week) depending on candidates ability to demonstrate “preferred qualifications” experience. Join a company where family, work-life balance, respect, open communication, and quality work are more than just words, they are part of how we operate every day. PCG is a vibrant San Francisco Bay Area civil engineering consulting firm based in Pleasanton. We provide civil design, plan review, project and construction management, and inspection services to public agencies and special districts throughout the region. At PCG, we believe our associates are family. We support one another, celebrate each other’s successes, and recognize that a fulfilling career should complement a fulfilling life. We put quality and relationships ahead of profits , foster open and respectful communication, and take the time to understand each associate’s professional and personal communication style so we can build strong, collaborative teams. We also believe our associates should have opportunities to grow beyond their individual roles. Team members are encouraged to learn about the business, contribute to the direction of the firm, and pursue opportunities to become a meaningful part of PCG’s long-term success. Come grow with us, become part of the PCG family, and help make a difference in the Bay Area communities we all call home. Key Responsibilities and Essential Duties Office Operations and Administrative Support Create an organized, welcoming, professional, and well-maintained environment. Manage the daily operations of the office, ensuring facilities, equipment, supplies, and technology support our success. Maintain common office areas, including the kitchen, conference rooms, printer areas, and shared workspaces. Maintain office policies, procedures, and organizational systems to improve efficiency and consistency. Maintain company vehicle as needed Answer incoming phone calls, receive and distribute mail, and support general office communication needs. Assist with hard-copy and digital file organization, document management, shredding, recycling, and other office administrative needs. Coordinate with vendors, consultants, IT providers, building management, and other service providers to support office operations. Assist with annual and recurring compliance-related items, including business license renewals, labor law poster updates, emergency kit updates, Alameda Green Business, Zero Footprint, etc. Foster PCG’s culture by creating a positive and supportive office environment. Leadership, Calendar, and Meeting Support Support company leadership with administrative tasks, calendar coordination, meeting preparation, and special assignments. Monitor leadership calendars to anticipate upcoming staff meetings, board meetings, offsite meetings, client meetings, and internal events. Coordinate meeting logistics, including lunch orders, refreshments, room setup, audio/visual needs, printed materials, and follow-up items. Help organize staff meetings, board meetings, training sessions, strategic planning events, Brown Bag Lunches, and other company gatherings. Recruiting, Onboarding, and Staff Support Support recruiting activities, including interview scheduling, candidate coordination, and related administrative tasks. Assist with onboarding logistics for new employees and help ensure new associates feel welcomed and supported. Help associates and leadership with administrative needs, internal coordination, and special projects as assigned. Serve as a reliable point of contact for office-related questions, logistics, and day-to-day support. Marketing, Communications, and Process Improvement Assist with communications efforts, including periodic LinkedIn posts, company announcements, and special initiatives. Support client gift coordination, company communications, and other external-facing administrative activities. Look for opportunities to improve office organization, administrative systems, technology use, and overall efficiency. Proactively identify ways to make office operations smoother and help PCG continue to be a better place to work. Conduct research on municipal projects, contracts, and initiatives by reviewing City Council materials from agencies in the area. Update marketing materials, such as project summaries and resumes. Minimum Qualifications One year of relevant experience Ability to work independently while also accepting direction on assignments Strong organizational skills and ability to manage multiple priorities High attention to detail. Proficiency with Microsoft 365 and common business software. Maintain confidentiality and exercise sound judgment when handling company, employee, financial, and client information. Effectively communicate effectively with clients, vendors, and fellow associates Impeccable work ethics Be a team player in a small office environment Preferred Qualifications Two or more years of relevant experience Experience supporting a professional services, consulting, engineering, architecture, construction management, public agency, or similar office environment Proficiency with communications, social media, website updates, presentation development, graphic formatting, or business development support. Proficiency with proposal and marketing material preparation. Proficiency with tools such as Canva, Adobe Acrobat, Adobe Illustrator, Microsoft Publisher, PowerPoint, LinkedIn, website content management systems, or similar platforms is helpful but not required. Company Benefits PCG offers best in class comprehensive benefits to our full-time associates including: Total compensation package includes salary, profit sharing, and 401K contributions PCG funds 100% of the associate’s premium plus an additional 50% of their family premium for medical insurance. PCG funds 100% of IRS allowable amount to your Health Savings Account to cover medical deductibles. PCG funded Health Reimbursement Account (HRA) to cover dental and vision expenses PCG contributions towards the associates and their spouses’ personal life insurance plans Long-term and Short-term Disability Paid time off Cell phone Annual company retreats Annual review of company benefits and policies at the Board of Directors meeting where every employee participates Wellness program such as lunchtime bootcamp, office massages and paid associate 1-on-1 lunches Hourly Rate and Paid Time off We offer a competitive hourly wage of $28.00 to $32.00 , based on experience and qualifications, along with 138 hours of Paid Time Off (PTO) each year, accrued per hour worked.The annual accrual rate increases with each year of employment with PCG. Pakpour Consulting Group, Inc. is committed to fostering a workplace where everyone is treated with dignity, fairness, and respect. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion (including religious dress and grooming practices), creed, sex, pregnancy, childbirth, breastfeeding and related medical conditions, reproductive health decision-making, gender, gender identity, gender expression, sexual orientation, marital status, registered domestic partner status, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. This commitment applies to every aspect of employment, including recruitment, hiring, placement, promotion, compensation, benefits, training, transfers, discipline, layoffs, recalls, leaves of absence, termination, and all other terms and conditions of employment. Pakpour Consulting Group, Inc. maintains a workplace free from unlawful discrimination, harassment, and retaliation. Harassment or discrimination based on any protected characteristic will not be tolerated. Employees who experience or witness conduct that may violate this policy are encouraged to report it promptly so that concerns can be addressed fairly, confidentially where possible, and in accordance with applicable law. #J-18808-Ljbffr Pakpour Consulting Group