Office Manager

Job Overview

Our client is seeking a high-caliber, multi-tasking professional to serve as the operational backbone and compliance gatekeeper for a premier, unified group of three sister companies (high-end design, general contracting, and building). Operating from a single, shared office space, you will coordinate communal resources, manage high-stakes construction compliance, track HR administrative workflows, and maintain a highly collaborative environment across all three integrated entities.

Are you ready to apply Make sure you understand all the responsibilities and tasks associated with this role before proceeding.

Key Responsibilities

Lien Documentation & Compliance

• Lien Tracking: Coordinate and track construction lien documents, including issuing 20-day Preliminary Notices.
• Waiver Management: Process, verify, and track incoming and outgoing Conditional and Unconditional Lien Waivers.
• Vendor Liaison: Collect, verify, and route subcontractor and supplier lien releases to internal accounting to ensure seamless, timely payments.
• Notarial Oversight: Utilize a California Notary Public commission to legally execute and log required project documents.

Office Administration & Operations

• Front Desk: Act as the primary point of contact for high-end clients, visitors, and deliveries.
• Communications: Manage incoming mail, logistics packages, and centralized phone lines for all three concepts.
• Procurement: Track and manage ongoing inventory for office, printing, and kitchen supplies.
• Vendor Relations: Interface with facility management, external IT support networks, and cleaning vendors.
• Workspace Standards: Maintain an organized, professional, and visually immaculate communal office environment.

Data Management & Team Support

• System Management: Organize and maintain distinct physical and digital filing structures for each separate entity.
• Tech Adoption: Support the team's integration of shared systems, including , SharePoint, and AI productivity tools.
• Project Support: Assist project managers with permit routing, technical submittals, and master project filings.
• Personnel Logistical Support: Manage employee onboarding setups (keys, workspace, tech), track staff attendance, and monitor basic office presentability standards.

Qualifications

• Experience: 10+ years of proven experience as a Senior Office Manager, Executive Assistant, or Construction Project Assistant.
• Industry Knowledge: Familiarity with California lien laws, preliminary notices, and lien waiver processes.
• Certifications: Active California Notary Public commission (or contractually willing to obtain one within 90 days of hire).
• Environment: Experience managing office operations for multiple departments, concepts, or separate corporate entities simultaneously.
• Tech Literacy: High proficiency in Microsoft Office Suite, Google Workspace, and project platforms (e.g., ).
• Soft Skills: Exceptional emotional intelligence, discretion with sensitive legal/financial data, and top-tier multi-tasking skills. xhyhwjd
• Logistics: Valid driver's license and ability to pass a standard background check due to financial document exposure.

For immediate and confidential consideration of this position, please email your resume to Tania Rupp directly at