Office Manager

Job DescriptionJob Description

Bring Structure. Create Momentum. Keep the Business Moving.

Kellum Engineering is looking for a highly organized, proactive Office Manager who can take ownership of day-to-day operations and bring structure to a fast-moving engineering environment.

This is a critical role designed to free up leadership to focus on engineering by ensuring the administrative, financial, and operational backbone of the business runs smoothly and efficiently.

If you're someone who thrives in organized chaos, takes initiative, and isn't afraid to speak up and keep things on track-this role is for you.

Learn more about us: You'll Own

Proposals & Project Documentation

• Assist in drafting and preparing client proposals
• Support project close-out processes, including compiling close-out packages, preparing legal and municipality-required documents, and customizing boilerplate documentation with project-specific details

Financial & Administrative Operations

• Manage invoicing and billing processes
• Run payroll and maintain basic financial records
• Oversee day-to-day office operations and administrative workflows

Permitting & Compliance

• Coordinate and track permitting applications
• Manage documentation and ensure compliance with local requirements
• Follow up with municipalities and stakeholders as needed

Marketing & Online Presence

• Support the development of Kellum Engineering's online presence
• Manage light social media activity (e.g., posting weekly or biweekly updates)
• Help showcase projects and company work in a simple, consistent way

• Leadership is no longer pulled into day-to-day administrative tasks
• Projects move forward without delays due to missing documents or permits
• Financial processes (invoicing, payroll) run consistently and accurately
• The office operates in a structured, organized, and predictable way

• Highly organized with strong attention to detail
• Assertive and proactive-you're comfortable pushing back and keeping priorities on track
• Able to manage multiple moving parts independently without constant direction
• Comfortable working in a fast-paced, informal, and predominantly male environment while maintaining professionalism
• A steady, reliable presence who brings order and follow-through to the team

• 3+ years of experience in office management, operations, or administrative leadership
• Experience in engineering, construction, architecture, or a related project-based industry strongly preferred
• Proven ability to manage documents, deadlines, and multiple concurrent projects
• Hands-on experience with invoicing, payroll, or basic bookkeeping functions
• Familiarity with permitting, compliance, or municipality processes is a strong plus
• Strong written communication skills, particularly in proposal writing and formal documentation
• Experience managing business social media accounts (e.g., Instagram, Facebook), including posting and basic content coordination

This is an opportunity to step into a high-impact role where your ability to bring structure, accountability, and consistency will directly influence the success of the business. xhqgsiq

You won't just be managing an office-you'll be helping build the operational foundation that allows the company to grow.

If you're ready to take ownership, create order, and be a trusted right hand to leadership, we'd love to hear from you.