Office Manager

Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our market spans all industries and our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication. Our expertise lies in simplifying the complex and establishing long-standing relationships with our partners. We have a national presence but a local approach—every customer benefits from our capabilities and our care. 

The Office Manager is responsible for overseeing daily administrative operations and providing organizational support to construction management, project teams, field personnel, vendors, and clients. This position ensures efficient office operations, maintains project documentation, coordinates administrative processes, and supports financial, human resources, and project management functions to help ensure successful project execution.

• Manage daily office operations and administrative functions.
• Maintain office supplies, equipment, and vendor relationships.
• Develop and implement office procedures and administrative systems.
• Coordinate meetings, travel arrangements, and company events.
• Answer and direct incoming calls, emails, and correspondence.

• Assist project managers with project documentation and reporting.
• Maintain project files, contracts, change orders, submittals, RFIs, and closeout documents.
• Track project schedules, deadlines, permits, and compliance requirements.
• Support bid preparation, proposal submissions, and prequalification packages.
• Coordinate communication between field personnel, subcontractors, clients, and project teams.

• Process accounts payable and accounts receivable transactions.
• Assist with invoice processing, job cost tracking, and expense reporting.
• Reconcile vendor statements and maintain financial records.
• Support payroll processing and employee timekeeping.
• Assist with budget monitoring and financial reporting.

• Maintain employee personnel records and files.
• Coordinate onboarding and orientation activities for new hires.
• Track employee certifications, training, licenses, and compliance documentation.
• Support recruitment scheduling and employee communications.
• Assist with benefits administration and workforce reporting.

• Maintain construction licenses, permits, insurance certificates, and bonding information.
• Ensure project records comply with company policies and regulatory requirements.
• Support safety program administration and documentation.
• Manage document retention and records management processes.

• Prolonged periods of sitting, typing, and computer work.
• Occasional lifting of office materials up to 25 pounds.
• Ability to move throughout the office and project environments as needed.

• Associate degree in Business Administration, Construction Management, Accounting, or related field preferred.
• Equivalent combination of education and experience will be considered.

• 3+ years of office management, administrative, or project coordination experience.
• Construction, engineering, industrial, mining, utility, or contracting industry experience preferred.
• Experience supporting multiple projects and field teams is highly desirable.

• Knowledge of construction terminology, processes, and documentation.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Experience with construction management software such as Procore, Viewpoint Vista, Sage 300 CRE, CMiC, or Autodesk Construction Cloud preferred.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with strong problem-solving abilities.

• Accuracy and timeliness of project documentation.
• Invoice and payroll processing accuracy.
• Administrative support responsiveness.
• Compliance and record management effectiveness.
• Internal customer satisfaction from project and field teams.

Applications will be reviewed on an ongoing basis.