Office and Contracts Manager

Job Description

Job Description

Position Description: The Office & Contracts Manager oversees office operations, facilities, and the administrative team, and manages project contract administration while supporting project teams across the firm. This role is central to keeping the firm running smoothly by strengthening operational processes, coordinating firmwide initiatives and events, and providing reliable administrative and contractual support. The ideal candidate is a proactive, highly organized, and discreet leader who exercises sound judgment, anticipates needs, manages competing priorities, and takes initiative to improve processes and support the success of the firm.Qualifications:Bachelor ’s degree or equivalent combination of education and experience required. 5+ years of experience in the architecture, engineering, or construction (A/E/C) industry preferred, with at least 2 years of supervisory experience preferred.Demonstrated experience leading teams and overseeing office operations, facilities, contract administration, and administrative processes. Ability to anticipate needs, resolve issues proactively, improve workflows, and manage competing priorities effectively.Strong organizational, project management, and leadership skills, including the ability to delegate responsibilities, coordinate work across teams, and ensure timely, accurate follow- through.Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.Essential Duties and Responsibilities:Team Leadership and Administration Lead and develop the administrative team, including hiring, onboarding, training, performance management, professional development, workload coordination, and coverage planning to support project teams and firm operations. Serve as the primary liaison between firm leadership and the administrative team, ensuring clear communication, alignment, and consistent implementation of firm priorities and procedures. Plan and facilitate administrative and project coordinator meetings, team development initiatives, team lunches, and other activities that foster collaboration and engagement. Communicate complex or sensitive information clearly, professionally, and effectively to firm leadership, staff, clients, and external partners. Exercise discretion and sound judgment in handling confidential information, personnel matters, and sensitive business issues. Build collaborative relationships across the firm, anticipate operational needs, resolve issues proactively, and develop practical solutions to improve efficiency and effectiveness. Contracts and Project Support ?Oversee project contract administration, including preparation, routing, tracking, execution, and compliance of AIA and other project agreements; coordinate contract review and approval with the Director of Risk and Partners. Provide high-level administrative and executive support to firm leadership and project teams, including calendar management, meeting coordination, travel arrangements, expense reporting, contract administration, proposal support, and business correspondence. Oversee administrative support throughout the project lifecycle, including project records, document archives, logs, agendas, meeting minutes, and related project documentation. Maintain accurate and timely project information in Deltek, including project setup, contract data, staffing, fees, and project closeout; coordinate with relevant teams to ensure data integrity and completeness. Client and Event Coordination Coordinate client meetings and related communications, ensuring a professional and thoughtful experience from pre-meeting preparation through follow-up and client appreciation. Oversee the planning and execution of internal and external meetings and events, including scheduling, materials, presentations, catering, room setup, on-site coordination, and issue resolution. Coordinate firmwide initiatives and special projects, including client gifts, leadership events, firm-sponsored programs, employee gatherings, and other activities that support client relationships and firm culture. Office Operations and Compliance Apply sound judgment and a thorough understanding of firm structure, policies, and personnel to make day-to-day administrative decisions and escalate issues when appropriate. Develop, monitor, and manage administrative and facilities budgets in coordination with the COO, identifying needs, monitoring expenditures, and supporting cost-effective operations. Oversee office supplies, kitchen and hospitality provisions, and vendor services to support the needs of an office of more than 120 employees. Coordinate facilities maintenance, repairs, vendor relationships, and service requests in partnership with the COO; communicate planned disruptions and resolve operational issues promptly. Coordinate administrative support for continuing education, professional licensing, and business license renewals to help maintain compliance with applicable requirements and deadlines. How to Apply: Please submit your online application with an uploaded resume for your application to be complete. Applications without a resume will be considered incomplete.Here at OZ, we have cultivated a culture of fearless creators that are constantly seeking ways to push the boundaries of exceptional design. Community stewardship is a cornerstone of our company values, and we are committed to several community service programs through OZ Gives. We offer a variety of health and wellness resources and activities, as well as regular employee events, to build rapport and socialize with each other outside of our important project work.Our collaborative approach is enhanced by our in-office presence and provides hands-on mentorship and team building. One of the perks of working in the office is seeing all the friendly pups who accompany their humans - we are a dog-friendly environment. Our competitive benefits package includes medical, dental, wellness, and vision plans to allow our employees to choose what's best for them and their families. In addition, OZ offers LTD, Life Insurance, 401K, and PTO. Salary: $62,000-$85,000, depending on knowledge, skills, and experience. $62,000.00 - $85,000.00 Annually