Office Manager / Creative Admin

Office Manager - Southern California District

Location: Costa Mesa, CA, US

We are currently looking for a proactive Office Manager to support our growing team and associated District Office location in Costa Mesa, CA. The successful candidate will provide exceptional office administration support to a fast-paced construction/engineering group in Southern California. Office administration support duties may include: new hire onboarding, maintaining office systems, supplies, assisting with payroll distribution, document management, office clerical/support services, printing, mail distribution, greeting visitors, answering phones along with other assigned tasks.

District Overview: Kiewit's Southern California District is one of Kiewit's leading infrastructure districts specializing in heavy civil projects that include earth moving, water/wastewater, transportation, roadways, and power projects. Most of our work is concentrated in the Southern California region.

Responsibilities:

• Manage the front desk/reception operations, acting as the first point of contact for guests, employees, candidates, and vendors
• Payroll and timecards verification
• Coordinate new hire onboarding with HR/Business team (recruiting, onboarding, responding to employees' inquiries, attendance tracking, time off requests processing).
• Sorting and distribution of incoming mail
• Keep the office clean, stocked, and organized throughout kitchen, conference rooms, stock and storage rooms/closest, and communal areas
• Oversee and order office supplies, anticipating requirements, stocking supply stations, and making sure equipment is in working order
• Manage all information regarding the office, between the building management and the staff.
• Coordinate schedules, travel arrangements and expenses.
• Greet visitors, organize and arrange meetings, schedule conference rooms and set up catered meals
• Coordinate and arrange travel; prepare travel packets (itineraries, maps/directions and meeting notes).
• Assist with presentation preparation.
• Prepare outgoing mail and correspondence, including e-mails and faxes.
• Support the coordination for conferences and events (secure meeting location, hotel contracts, arrange for catering, and purchase prizes).
• Handle sensitive and confidential information with discretion

Qualifications:

• Proficient in Microsoft Office products including Word, Excel, PowerPoint, Visio and SharePoint.
• Familiar with Adobe products including Acrobat and InDesign is preferred.
• High school diploma and at least 3+ years applicable executive-level support experience, preferably in one of the following fields: engineering, construction or oil/gas/chemicals.
• Strong time-management skills and multitasking ability
• Must be a positive, proactive, strong team participant with the ability to maintain strict confidentiality.
• Experience planning meetings in a fast-paced environment.
• Can independently execute their work with minimal oversight and proactively assess personnel and office needs as they arise.

Other Requirements:

• Regular, reliable attendance
• Work productively and meet deadlines timely
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
• Perform work safely and effectively.
• Understand and follow oral and written instructions, including warning signs, equipment use, and other policies.
• Work during normal operating hours to organize and complete work within given deadlines.
• Work overtime and weekends as required.
• May work at various different locations and conditions may vary.

We offer our fulltime staff employees a comprehensive benefits package that's among the best in our industry, including top-tier medical, dental and vision plans covering eligible employees and dependents, voluntary wellness and employee assistance programs, life insurance, disability, retirement plans with matching, and generous paid time off.

Equal Opportunity Employer, including disability and protected veteran status.