Office Manager

Job Description

Job Description

Join Our Team

RCL Mechanical is looking for a highly organized, proactive, and dependable Office Manager to work closely with our Director of Human Resources and support our leadership team.

This is a hands-on, highly involved role that touches many areas of the business, with a strong focus on recruiting, hiring, onboarding, employee support, office operations, and executive administration .

Our Office Manager will serve as an important resource for employees and managers while helping ensure the day-to-day administrative needs of our growing company are handled efficiently. No two days will look exactly the same. We're looking for someone who enjoys wearing multiple hats, communicates confidently with people at all levels of an organization, and takes ownership of getting things done.

The ideal candidate is someone who sees what needs to happen, takes initiative, and follows things through without needing constant direction.

What You'll Do

Recruiting, Hiring & Onboarding

• Support the recruiting process from initial candidate outreach through hire
• Post and maintain job openings across recruiting platforms
• Review applications and resumes and assist with candidate screening
• Communicate with candidates throughout the recruiting and hiring process
• Coordinate and schedule interviews with hiring managers
• Assist with preparing offer letters and pre-employment documentation
• Coordinate background checks, drug screenings, and other pre-employment requirements
• Facilitate new-hire paperwork and onboarding activities
• Coordinate new-hire orientation and help ensure employees have what they need for a successful first day
• Maintain recruiting and hiring trackers and follow up with managers regarding open positions and candidates

HR & Employee Support

• Serve as a day-to-day resource for employees seeking HR-related information, documentation, or assistance
• Provide administrative HR support to managers and company leadership
• Assist with PTO requests, approvals, and tracking
• Prepare employee documentation, letters, forms, and HR communications
• Maintain accurate and confidential personnel files and employee records
• Assist employees with questions regarding company policies, benefits, payroll documentation, and other employment-related matters, escalating issues to the Director of Human Resources when appropriate
• Assist with employee changes, promotions, compensation updates, and other personnel documentation
• Support employee communications, HR initiatives, and company-wide programs
• Help ensure HR processes and documentation remain organized, accurate, and timely

Office & Administrative Operations

• Coordinate and schedule meetings, interviews, trainings, and other company activities
• Manage meeting logistics, including invitations, rooms, materials, and follow-up
• Monitor and manage designated company email inboxes and ensure requests are routed and responded to appropriately
• Order and maintain office supplies, uniforms, marketing materials, and other company purchases
• Coordinate mail pickups, deliveries, and occasional local errands
• Maintain organized digital and physical filing systems
• Prepare and maintain Excel reports, spreadsheets, trackers, and company documents
• Assist with business licensing applications, renewals, and compliance tracking
• Support insurance policy renewals by gathering documentation and coordinating with brokers
• Help maintain an organized, professional, and well-functioning office environment

Company Events & Employee Experience

• Assist with planning and coordinating company meetings, employee events, trainings, celebrations, and team activities
• Coordinate vendors, venues, food, supplies, communications, and other event logistics
• Assist with employee recognition initiatives and company-wide communications
• Support initiatives that contribute to a positive employee experience and strong company culture

Executive & Leadership Support

• Provide administrative support to executive leadership
• Assist with scheduling, meeting coordination, document preparation, and follow-up
• Help leadership track outstanding requests, action items, and administrative priorities
• Assist with special projects and company initiatives
• Anticipate administrative needs and proactively help keep priorities moving forward
• Provide additional administrative and operational support wherever needed to help the organization run efficiently

What We're Looking For

We're looking for someone who is:

• Highly organized and detail-oriented
• Proactive and comfortable taking initiative
• Self-motivated and able to work independently
• People-oriented and comfortable interacting with employees, candidates, managers, and executives
• Professional, trustworthy, and able to maintain confidentiality
• A strong written and verbal communicator
• Comfortable managing multiple priorities and changing demands
• Resourceful and willing to learn new systems and processes
• Dependable with strong follow-through
• Positive, flexible, and willing to jump in wherever needed
• Someone who takes ownership of their responsibilities and sees things through to completion

Qualifications

• Previous experience in office management, HR/recruiting support, executive support, administrative operations, or a similar role preferred
• Recruiting, hiring, and/or onboarding experience strongly preferred
• Strong proficiency in Microsoft Office, particularly Excel, Outlook, and Word
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Ability to prioritize competing responsibilities and meet deadlines
• Ability to handle confidential and sensitive employee and company information with discretion
• Comfortable learning new technology, software, and internal systems
• Valid driver's license and reliable transportation for occasional local errands

Why Join RCL Mechanical?

At RCL Mechanical, we believe our people are our greatest asset. We're building a culture centered around teamwork, accountability, growth, and continuous improvement .

As our Office Manager, you'll work closely with our Director of Human Resources, managers, employees, and executive leadership. You'll gain hands-on exposure to recruiting, HR, business operations, and leadership while playing an important role in both the employee experience and the day-to-day success of the company.

For someone who enjoys being at the center of a fast-moving organization, solving problems, helping people, and creating structure, this is an opportunity to make a visible impact while continuing to grow professionally.

Benefits of Joining Our Team

• Flexible schedule
• Opportunity to grow into a full-time position
• Collaborative and supportive work environment
• Hands-on experience across recruiting, HR, operations, and executive administration
• Direct exposure to company leadership
• Opportunity for increased responsibility as the company grows
• Opportunity to make a meaningful impact on our employees and organization
  

If you're someone who enjoys bringing order to chaos, anticipates what needs to be done before being asked, enjoys working with people, and takes pride in helping a team succeed, we'd love to hear from you.