Office Manager

Job Description

Job Description

Thornton Construction is a construction management firm headquartered in Miami, Florida. With over 25 years of experience, we specialize in bringing top-quality institutional, commercial, and residential projects to life. From new construction to renovations, we deliver personalized, professional, and cost-effective services that exceed our clients’ expectations.

The Office Manager is responsible for the effective day-to-day operation of the corporate office and for maintaining a professional, organized, efficient, and welcoming workplace. The position oversees office administration, facilities coordination, workplace services, purchasing and inventory, vendor coordination, employee events, and other administrative functions. The Office Manager serves as the primary point of contact for visitors and supports the executive team and Department Heads as needed. This position supervises the Facilities Coordinator and works closely with employees, management, vendors, and service providers to ensure office needs are addressed promptly and effectively. This position requires strong organizational and communication skills, attention to detail, discretion, and the ability independently manage multiple priorities.

Essential Duties and Responsibilities  

• Manage the reception area to ensure visitors, incoming calls and mail are handled professionally and efficiently while maintaining a welcoming company image.
• Develop and implement office policies by setting up procedures and standards to guide the operation of the office.
• Maintain an organized, professional, and welcoming office environment.
• Supervise and provide day-to-day direction to the Facilities Coordinator, including establishing priorities and monitoring completion of assigned responsibilities.
• Coordinate office maintenance, repairs, and service requests and ensure issues are resolved timely and effectively.
• Manage purchase orders and purchasing for office, maintenance, and kitchen supplies and maintain appropriate inventory levels. 
• Coordinate maintenance and service requests for office equipment, including computers, printers, telephones, and other equipment, and maintain an accurate equipment inventory.
• Manage office-related vendors and service providers, monitor service quality, coordinate service needs and renewals, and assist in resolving vendor issues.
• Ensure maintenance staff properly clean and maintain office areas and communicate significant maintenance, cleaning, or operational concerns to management. Keep employees informed of relevant building events, announcements, closures, maintenance activities, and other operational updates.
• Maintain all required city and county licenses and coordinate timely renewals and payments.
• Serve as a key point of contact for disaster preparedness and office emergency situations and coordinate employee communications and preparedness activities.
• Coordinate employee meetings and events, including catering, vendors, supplies, setup, and other logistical arrangements for internal meetings, training sessions, social events, and celebrations.
• Coordinate conference room scheduling and utilization to ensure meeting spaces appropriately maintained and available.
• Coordinate the Company's State of the Company meetings, including venue, catering, materials, scheduling, and other event logistics.
• Manage employee uniform requests and maintain an accurate inventory of uniforms.
• Coordinate business card orders for employees.
• Maintain an accurate and current company office directory.
• Coordinate courier deliveries and other mail and shipping requests, including certified mail and overnight shipments. Coordinate and schedule meetings for Department Heads as request. 
• Identify opportunities to improve office processes, administrative efficiency, workplace services, and employee experience.
• Maintain the Manpower Log by coordinating and tracking labor requests and weekly manpower assignments.
• Provide administrative support to the executive team and Department Heads as needed
• Performs other duties as assigned.

Qualifications

• Associates or bachelor’s degree in business administration, office management, or a related field preferred. 
• Three to five years of progressively responsible experience in office administration, office management, facilities coordination, or related experience supervising or coordinating the work of others preferred.
• Experience coordinating vendors, facilities, purchasing, and office operations preferred.

  Attributes for Success

• Excellent verbal and written communication skills .
• Strong interpersonal and customer service skills with the ability to interact professionally with employees, executives, visitors, vendors, and business partners.. 
• Strong organizational and time-management skills with excellent attention to detail.
• Proficient in Microsoft Office Suite other office-related software and technology. 
• Ability to maintain confidentiality and exercise discretion when handling sensitive information. 

• Working knowledge of general office procedures, recordkeeping, purchasing, inventory management, and office equipment. 
• Flexible and adaptable when priorities or circumstances change. 
• Ability to quickly develop an understanding of company operations, department, and administrative processes. Ability to work independently prioritize and manager multiple responsibilities and deadlines.