Office Manager

Job Description

Job Description

Office Manager

Location: Cocoa, FL

Employment Type: Full-time

Job Summary

The Office Manager position responsible for overseeing the day-to-day operations and administrative functions of the office while providing direct support to staff and management. This position serves as a central point of contact for employees, customers, vendors, and visitors and is responsible for maintaining an organized, professional, and efficient office environment. The Office Manager coordinates office resources, scheduling, vendors, records, financial administrative activities, and operational support while ensuring administrative processes are completed accurately and efficiently. Acadian Contractors, Inc. maintains a continuing policy of non-discrimination in employment. It is our policy to provide equal opportunity to protected veterans in all phases of the employment process and in compliance with applicable federal, state, and local laws and regulations. This policy of non-discrimination shall include, but not be limited to, the following employment decisions and practices: hiring; promotions; demotions or transfers; layoffs; recalls; terminations; rates of pay or other forms of compensation; selection for training, including apprenticeship; and recruitment or recruitment advertising. All employment decisions are based only on valid job requirements.  

Responsibilities and Duties

Administrative Support

• Manage daily office operations and provide administrative support to staff and management.
• Prepare, edit, and distribute correspondence, documents, and reports.
• Maintain organized filing systems, both digital and physical.
• Handle incoming and outgoing mail, packages, and deliveries.

Reception & Communication

• Answer and direct phone calls, emails, and general inquiries.
• Greet visitors, clients, and vendors in a professional manner.
• Maintain office email accounts and communication channels.

Office Management

• Monitor and maintain office supplies, equipment, and inventory.
• Coordinate with vendors for office maintenance, repairs, and services.
• Ensure the office environment is clean, safe, and well-organized.
• Manage meeting rooms, booking schedules, and office resources.

Scheduling & Coordination

• Schedule meetings, appointments, and internal events.
• Coordinate logistics for events.
• Assist with calendar coordination for managers or teams.
• Prepare meeting agendas, materials, and minutes when required.

Financial & Recordkeeping Support

• Process invoices, receipts, purchase orders, and expense reports.
• Support basic bookkeeping tasks, including data entry, reconciliations, and petty cash.
• Maintain accurate records for billing, budgeting, and financial tracking.

Project & Operational Support

• Assist with company projects, research, and administrative tasks.
• Coordinate logistics for meetings, training sessions, and company events.
• Support compliance activities, including recordkeeping and reporting.

Customer & Client Support

• Respond to customer inquiries or direct them to the appropriate team.
• Support service coordination, follow-ups, and client communication.

Additional Responsibilities

• Perform additional duties as reasonably requested by the Vice President of Fabrication and ancillary to or similar in scope to the above.

Qualifications

• High school diploma or equivalent required; additional education in business administration, management, or a related field is a plus.
• 3+ years of experience in office management, office administration, or a related business support role.
• Demonstrated ability to independently manage day-to-day office operations and administrative functions.
• Strong organizational, time-management, and prioritization skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Ability to manage multiple priorities, meet deadlines, and adapt to changing business needs.
• Ability to maintain confidentiality when handling sensitive company, employee, customer, and financial information.
• Professional and courteous demeanor when interacting with employees, customers, vendors, and visitors.
• Strong problem-solving skills and the ability to exercise sound judgment.
• Ability to work independently with minimal supervision while also collaborating effectively with management and staff.

HSE Responsibilities

• Embrace, lead, and demonstrate “Acadian F.I.R.S.T.” – Vision & Mission Statement as fundamental core values.
• Demonstrate implementation of proactive safety processes (JSA, Time Out & TEAM BBS Observations) to achieve an incident-free workplace and advance our safety culture.
• Adhere to all Health, Safety & Environmental (HSE) Management System policies, procedures, best practices, and client-specific site policies.
• Make a personal commitment and be accountable for HSE results, supporting team members through coaching and mentoring to achieve goals.
• Accept coaching and demonstrate ownership and improvement of HSE processes based on feedback and ongoing mentorship.