What are the responsibilities and job description for the Office Manager position at Exigent?
FULL-TIME OFFICE ADMINISTRATIVE MANAGER
Location: Columbia, MD
Company: Global Facility Solutions (HVAC, Mechanical & Plumbing Services)
We are seeking an experienced and highly organized Office Administrative Manager to join our team in Columbia, MD. This is an exciting opportunity to lead and optimize day-to-day administrative operations while supporting a team of engineering and facility management professionals.
The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, demonstrates excellent communication skills, and has a strong command of administrative systems and office management best practices. This position reports directly to the company President and works closely with leadership across the organization.
Key Responsibilities
Global Facility Solutions (GFS) is a leader in commercial building engineering and construction management services. Since 2006, we’ve provided objective energy and facility solutions that optimize building performance and reduce operational costs. Our services include MEP Engineering Design, Energy Auditing, Retro-Commissioning, LEED Consulting, Utility Rebates, and Construction Management. GFS is a subsidiary of The Exigent Group, which oversees seven operating companies with over $350M in combined revenue and more than 700 team members.
Ready to take ownership of an impactful administrative leadership role?
Apply today and be part of a company that values excellence, innovation, and a team-first culture.
Location: Columbia, MD
Company: Global Facility Solutions (HVAC, Mechanical & Plumbing Services)
We are seeking an experienced and highly organized Office Administrative Manager to join our team in Columbia, MD. This is an exciting opportunity to lead and optimize day-to-day administrative operations while supporting a team of engineering and facility management professionals.
The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment, demonstrates excellent communication skills, and has a strong command of administrative systems and office management best practices. This position reports directly to the company President and works closely with leadership across the organization.
Key Responsibilities
- Office Operations & Vendor Management – 35%
- Ensure smooth office function by managing supplies, equipment, IT coordination, and relationships with service vendors (phones, facilities, internet, etc.)
- Maintain a clean, professional, welcoming, and organized workspace for employees and visitors
- Support leadership with scheduling, reporting, and preparation of materials in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
- Project & Administrative Support – 30%
- Support HVAC and plumbing project coordination by managing documents, tracking project files, and assisting with job-related paperwork
- Act as the administrative point of contact for internal teams and clients for scheduling and communication
- Manage and organize digital and physical contract files, project documentation, and administrative records with a focus on accuracy and confidentiality
- Timekeeping, Expenses & Onboarding – 20%
- Review and reconcile staff timesheets, project booking forms, and expense reports
- Assist in the onboarding process for new team members and ensure client documentation is complete and accurate
- Scheduling & Travel Coordination – 10%
- Manage calendars for leadership and project teams
- Book travel and accommodations for client site visits, meetings, training sessions and/or conferences
- Mail Handling & Process Improvements – 5%
- Process incoming/outgoing mail and confidential documents, invoices, and client communications.
- Continuously identify areas to streamline workflows and increase administrative efficiency
- Competitive salary based on experience
- Paid time off (vacation sick days)
- 401(k) with 4% company match
- Full healthcare package (medical, dental, vision)
- Opportunity to grow with a well-established, mission-driven company
- Associate’s degree (Bachelor’s preferred)
- 3 years of office administration experience, ideally in a professional services or technical/engineering environment (experience in a mechanical, HVAC, or construction environment is a strong plus)
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat
- Excellent organizational and multitasking abilities with high attention to detail
- Strong written and verbal communication, organization, and time management skills with the ability to multitask
- Ability to manage sensitive information with discretion and professionalism, and a customer-first mindset
Global Facility Solutions (GFS) is a leader in commercial building engineering and construction management services. Since 2006, we’ve provided objective energy and facility solutions that optimize building performance and reduce operational costs. Our services include MEP Engineering Design, Energy Auditing, Retro-Commissioning, LEED Consulting, Utility Rebates, and Construction Management. GFS is a subsidiary of The Exigent Group, which oversees seven operating companies with over $350M in combined revenue and more than 700 team members.
Ready to take ownership of an impactful administrative leadership role?
Apply today and be part of a company that values excellence, innovation, and a team-first culture.
