Office Manager

United States·HoustonFull-timemid

Office ManagerAdministration & Office Support

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Quick Summary

Key Responsibilities

Proofread, create, and/or edit Word and Excel documents as required by the professional staff, including reports, proposals, specifications, and general correspondence, ensuring correct spelling,

Requirements Summary

Associate’s or Bachelor’s Degree in Business, Marketing, or a similar field is required. 5+ years of experience in a professional office environment is required.

Technical Tools

Office ManagerAdministration & Office Support

Work Location: Memorial City Area, Houston, TX

Employment Type: Full-Time (40 hours per week; M-F); In-person/In-office

Do you thrive in a fast-paced environment and enjoy tackling a variety of tasks? Are you a highly motivated and organized individual with a keen eye for detail? If so, we want to hear from you!

We are seeking a highly organized and proactive Office Manager to support our team. The ideal candidate will have experience in an engineering or architectural environment and a strong ability to anticipate needs before they arise. This role is primarily responsible for performing a wide range of administrative, accounting, and marketing support functions and requires exceptional communication, multitasking, and problem-solving skills.

In addition, this role also requires occasional travel between our Memorial City and Clear Lake offices, as well as to our Austin and Dallas locations, as needed.

Responsibilities

~3 min read

Office & Administrative Support:

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Proofread, create, and/or edit Word and Excel documents as required by the professional staff, including reports, proposals, specifications, and general correspondence, ensuring correct spelling, grammar, content, and Walker formatting. The work performed may at times be of a confidential nature.

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Create/maintain office filing systems, records retention programs, and contract compliance. This includes both digital archives and off-site storage.

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Record opportunities, plans, and projects in Deltek as required.

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Work with Project Managers to ensure contract compliance; upload executed agreements and insurance certificates to internal systems.

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Be proficient in Deltek to generate reports and support management requests.

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Maintain and manage office accounts receivable and contract compliance database.

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Respond to and direct incoming inquiries to appropriate personnel and provide primary phone coverage.

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Arrange travel when necessary.

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Serve as backup for time and expense data entry.

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Process project information for shipment via FedEx (i.e., generating shipment labels), which may require lifting in excess of 20 pounds.

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Maintain inventory of office supplies and order as needed. This may include unpacking supplies, which may require lifting in excess of 20 pounds.

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Maintain office equipment and cleanliness including but not limited to all common areas, conference rooms, wellness room, and storage areas.

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Responsible for incoming and outgoing mail.

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Complete or assist with special projects and event preparations as required.

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Coordinate with other offices and assist with special projects as required.

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May provide backup for additional clerical duties when needed.

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Various tasks as required to keep a professional office running smoothly.

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Provide incoming telephone coverage when required.

Human Resources Support:

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Ensure timely processing of employee paperwork for new and terminating employees.

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Ensure all new employee forms are completed accurately and signed as required.

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Prepare for and assist with new employee orientation, using the New Employee Orientation Checklist and training material.

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Support staff with updates in Employee Self Service and notify HR of changes such as address updates, life events, or leave of absence.

Accounting Support:

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Review and process submitted staff expense reports, timesheets, and vendor invoices; monitor and resolve discrepancies.

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Work with collections to support timely accounts receivable.

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Maintain and reconcile travel records in coordination with accounting.

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Serve as the primary point of contact between project managers and project accounting regarding project setup, reporting, billing, forecasting, and budgeting.