Office Operations Manager

We are currently seeking an Office Operations Manager to join one of our client’s dynamic teams. In this pivotal role, you’ll oversee office procedures, coordinate administrative workflows, and support project teams to ensure seamless day-to-day operations.

This location is in Glens Falls, New York.

The Office Operations Manager plays a key role in ensuring efficient daily operations and seamless coordination across the office and project functions. This position is responsible for overseeing documentation processes, maintaining accurate records, assisting with internal and external communications, and providing administrative support to multiple departments.

Reporting directly to the VP of Finance/CFO, the Office Operations Manager upholds company policies and procedures, organizes project-related materials, and facilitates effective communication between internal teams and external partners.

Success in this role requires exceptional attention to detail, strong organization skills, and the ability to multitask in a fast-paced construction environment. The ideal candidate is proactive, highly efficient, and committed to accuracy, professionalism, and operational excellence.

Responsibilities:

• Maintain organization of office operations and procedures. Duties to include daily interaction with administrative staff; weekly meetings with office staff and daily review of ongoing priorities with staff.
• Oversee all administrative personnel activities, including recruiting new hires, training, and providing indoctrination to policies and procedures.
• Manage and supervise the administrative staff and assign and monitor clerical functions.
• Administer new and revised policies and procedures.
• Ensure the business office maintains a clean, organized and professional appearance always.
• Coordinate and participate in administrative meetings, project start-up and close-out meetings, estimating meetings, and weekly project manager meetings.
• Manage scheduling and rescheduling as needed.
• Prepare meeting agendas, minutes, action items, and task lists, and provide timely reminders for tasks completion deadlines.
• Support Project Managers and the Contract Administrator in preparing and distributing relevant documentation for discussion (e.g., appropriate language for supplemental conditions and agreements, item codes, buyout schedules, etc.).
• Develop, monitor and coordinate the annual administrative budget and review with VP of Finance.
• Manage and maintain accurate records, project files, and contract documentation in coordination with project teams, including supplemental terms & agreements, sample insurance certificates, equipment rental agreements, tax exempt certificates and W-9 Forms.
• Assist in maintaining calendar scheduling for conference rooms, vacations & time-off schedule. Ensure items are promptly posted on the office intranet system.
• Serve as a liaison between internal departments and external stakeholders to facilitate timely communication and information flow.
• Support project managers and superintendents with administrative needs including scheduling, correspondence, and meeting preparation.
• Assist with the preparation, tracking and distribution of contracts, submittals, RFIs, and other project-related documents.
• Monitor through the Contract Administrator and the Project Managers the creation and processing of Project related documents. (e.g., Proposals, Change Orders, Amendments, etc.,).
• Ensure weekly processing of project progress photos.
• Ensure adherence to company policies and compliance requirements across all administrative processes.
• Maintain office supply inventory, equipment, and vendor relationships to support smooth operations. Reviewing and approving supply requisitions from others outside the office.
• Ensure maintenance of the office equipment used to perform office functions, including planning and layout of office systems and procuring the required equipment.
• Ensure compliance with ISNetWorld and Compass websites, along with any other websites.
• Ensure the maintenance of the central filing systems and ensure the personnel files are up-to-date and anniversary dates are maintained for review purposes.
• Aid in creating and maintaining social media outlets
• Contribute to continuous process improvement efforts and suggest administrative enhancements that boost efficiency and accuracy.
• Scheduling, tracking and payment of events the company and employees attend.

Qualifications:

• Education and experience requirements include:
• Two (2) year business degree plus minimum five (5) years of construction office management experience or equivalent combinations of training and experience.
• Must be courteous, professional and diplomatic in dealing with external contacts.

Annual Salary Range: $65,000 - $80,000

At Garnet River, we care about our employees. We strongly believe in work/family balance. Our robust employee benefits package includes a competitive salary, PTO and health insurance (including dental and vision).

Garnet River LLC is an Equal Employment opportunity/Affirmative Action (EEO/AA) employer. Minorities/Female/Disabled/Veteran (M/F/D/V)