Office Manager

Essential Job Functions:

The Office Manager is responsible for the smooth and efficient operation of the front office and administrative functions. This role ensures a high level of organizational effectiveness, communication, and safety, while supervising the Receptionist and supporting the broader needs of the company’s leadership and employees. The ideal candidate is proactive, highly organized, and a strong communicator, with the ability to manage multiple responsibilities in a dynamic environment. Answer incoming phone calls in a timely, courteous and professional manner. Distribute calls to office personnel while maintaining a high level of “connection” with the caller and the recipient.

These duties are representative of the role but are not all-inclusive. Additional responsibilities may be assigned as needed.

Office & Facilities Management

• Oversee the daily operations of the front office, ensuring a professional, organized, and welcoming environment.

• Supervise the Receptionist, including assigning tasks, providing guidance, and conducting performance reviews.

• Coordinate office maintenance, supplies, vendors, and service providers to ensure all operational needs are met.

• Manage inventory and distribution of office and branded marketing supplies (e.g., company shirts, hats).

• Ensure compliance with company policies, including confidentiality and professional standards.

Administrative & Executive Support

• Support the President and Executive Team with scheduling, meeting preparation, and travel arrangements.

• Plan and coordinate company events, training sessions, and volunteer initiatives.

• Serve as a point of contact for internal and external communication on administrative matters.

• Manage the Team Development Training calendar and scheduling of Training facilities.

Process & System Oversight

• Identify and implement process improvements for administrative efficiency and organization.

• Ensure accuracy and integrity of personnel data across systems, including scanning, filing, and document control.

• Oversee mail handling, document stamping, and bulk mail processes in coordination with the Receptionist.

Knowledge, Skills, and Abilities

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).

• Exceptional organizational skills and attention to detail.

• Strong interpersonal skills with a customer-service orientation.

• Capable of handling confidential information with discretion.

• Proven ability to manage others and work cross-functionally.

• Strong written and verbal communication skills.

• Ability to work independently, prioritize tasks, and adapt to changing demands.

Preferred Qualifications

• 3 years of office management or senior administrative experience.

• Prior experience supervising staff.

• Knowledge of payroll or HR software systems.

• Background in the construction or engineering industry (a plus but not required).

COMPANY VALUES:

Accountability

• Put safety first – It’s our priority!

• Plan the work – Prepare relentlessly.

• Communicate expectations – Clear, concise, consistent.

• Execute the plan – Be efficient and effective.

• Take extreme ownership – Solve problems, no excuses.

Character

• Operate with integrity – Do the right thing.

• Respect others – Show empathy.

• Honor commitments – Follow up.

• Be trustworthy – Do what you say.

• Practice humility – No jerks allowed!

Team

• Share the vision – Set and meet goals.

• Develop individuals – Develop the team.

• Practice servant leadership – Help others succeed.

• Use the genius of the team – Share knowledge for success.

• Be determined to WIN! Do your best for the team.

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NOTICE:?Job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

About Petticoat-Schmitt:

Headquartered in Jacksonville, Florida, Petticoat-Schmitt Civil Contractors, Inc., performs work in the public and private market and specializes in clearing, grading, underground water/utility, roadway, and wastewater plant construction throughout the southeast.

We offer an exciting and challenging work environment, top pay, and benefits. Our benefits include medical, dental, vision, life insurance, short term disability, accident, 401(k) with 100% match on the first 4%, holidays, and PTO.

Petticoat-Schmitt Civil Contractors, Inc. is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.