Office Manager / Project Coordinator

Office Manager / Project Coordinator

Location: Pomona, CA

Built by People. Driven by Purpose.

The Opportunity

Spiniello is seeking an experienced Office Manager / Project Coordinator to support our growing Southern California operations and serve as the operational hub between the office, field teams, clients, vendors, and corporate departments.

This position offers the opportunity to play a critical role in keeping daily operations running efficiently while supporting project administration, payroll coordination, certified payroll compliance, onboarding, accounting functions, and office management. Working closely with the General Manager, Project Managers, field personnel, HR, Payroll, and Accounting, the Office Manager / Project Coordinator will help ensure projects and business operations are executed with accuracy, organization, and exceptional customer service.

Reporting directly to the General Manager, this individual will oversee office administration while providing project coordination support across multiple active construction projects throughout Southern California.

About Spiniello

Spiniello Companies is a nationally recognized infrastructure contractor with more than a century of experience delivering complex underground utility, water, wastewater, and heavy civil construction projects throughout the United States.

Founded in 1922, Spiniello is one of the few contractors that self-performs all aspects of open-cut construction and specialty pipe rehabilitation. Our California operations continue to expand by delivering critical infrastructure projects for municipalities, utility districts, and public agencies across the region.

As our team continues to grow, we are seeking organized, proactive professionals who thrive in a collaborative environment and take pride in supporting the people and projects that build our communities.

Who This Role Is Designed For

This role is designed for a highly organized administrative professional who enjoys balancing office management with project coordination in a fast-paced construction environment.

The ideal candidate has experience supporting construction operations, coordinating multiple priorities simultaneously, and serving as the central point of communication between office personnel, field employees, vendors, subcontractors, and corporate departments.

Success in this role requires exceptional organizational skills, attention to detail, professionalism, and the ability to build strong working relationships across all levels of the organization.

Key Responsibilities

Office Administration

• Manage daily office operations, including office supplies, mail distribution, shipping and receiving, and office equipment coordination.
• Coordinate office maintenance, vendor services, and facility needs.
• Plan and coordinate office events and employee engagement activities.
• Serve as the primary point of contact for general office operations and customer inquiries.

Project Coordination

• Assist with bid document preparation and submissions to public agencies.
• Maintain permits, business licenses, and compliance documentation.
• Track subcontractor and vendor invoices while ensuring proper job coding.
• Review invoices and change order documentation before routing for approval.
• Support Project Managers with project documentation and administrative needs.

Payroll & Accounting Support

• Collect and submit weekly payroll information.
• Maintain certified payroll records for active projects.
• Assist with subcontractor payroll coordination and reporting.
• Process petty cash, client payments, vendor invoices, and monthly purchasing documentation.
• Support accounting with project-related financial documentation.

Human Resources & Employee Support

• Coordinate employee onboarding and offboarding activities.
• Manage new hire documentation and work authorization records within HCSS.
• Serve as the office resource for employee paperwork and benefit administration.
• Partner with HR to ensure compliance with company policies and employment requirements.

Qualifications

Required

• Five to seven years of experience as an Office Manager, Project Coordinator, or in a similar administrative role.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office, including Excel, Word, and PowerPoint.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• Strong interpersonal skills with the ability to collaborate across departments and with external partners.

Preferred

• Experience supporting heavy civil, utility, or construction operations.
• Experience with certified payroll administration.
• Familiarity with HCSS software.
• Knowledge of the City of Los Angeles Online Certified Payroll System (OCPS).
• Experience supporting public works or municipal construction projects.

Why This Opportunity Is Different

Behind every successful construction project is a team that keeps operations organized, projects compliant, and employees supported.

At Spiniello, the Office Manager / Project Coordinator is an essential partner to our field and project teams, ensuring that administrative excellence supports operational success. You'll have the opportunity to work alongside experienced construction professionals while contributing to meaningful infrastructure projects that improve communities throughout Southern California.

If you're looking for a role where your organization, communication, and problem-solving skills make a measurable impact every day, Spiniello offers a collaborative culture, long-term career opportunities, and the chance to grow with a company that has been building America's infrastructure for more than 100 years.

Built by People. Driven by Purpose.

Recruitment Notice

Spiniello Companies does not accept unsolicited resumes from search, recruiting, or staffing firms. Any resumes submitted by any search, recruiting, or staffing firms to any employee of Spiniello Companies whether via email, the internet, or directly, without a valid written search agreement for the applicable role and without prior authorization from Human Resources will be deemed the sole property of Spiniello Companies. No fee will be paid if a candidate is hired as a result of an unsolicited submission or signed agreement in place with such firm. Firms that are not authorized to submit candidates will not be eligible for any fee or ownership claim.