Office Manager at LEGACY ENGINEERING INC

Jacksonville, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Sep, 26

Salary

0.0

Posted On

08 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Executive Support, Facilities Management, Calendar Management, Vendor Management, Microsoft Office Suite, Advanced Excel, QuickBooks, SharePoint, Invoicing, Time Management, Written Communication, Verbal Communication, Organization, Typing (85 wpm), Accounting Support

Industry

Civil Engineering

Description

Description JOB DESCRIPTION: The Office Manager will provide high-level administrative and operational support to both the Visionary and Integrator of the company. This key role involves managing daily office functions, facilities management, ensuring smooth communication between the leadership team and other departments, and coordinating executive schedules and meetings. The Office Manager will oversee office operations, facilitate correspondence, and maintain office systems and supplies. The ideal candidate will be proactive, detail-oriented, and able to manage competing priorities while fostering a positive work environment. SUCCESS LOOKS LIKE – Company Wide: Providing Quality Engineering at a Fair Price Most Enjoyable Place to Work – Most Respected Engineering Firm in Town Building Better Business can be a powerful force for good in the world, we can and should leverage Legacy to do that in the most effective way possible Team Members: Support the growth of our employees and their families – personally, professionally, financially, etc. Buildings: Help our clients build more efficiently, correctly World: Using our time, resources and finances to positively impact the world around us SUCCESS LOOKS LIKE – This Role: Leadership Administrative Support Provide comprehensive administrative support to executives and department managers as needed. Coordinate and facilitate internal and external meetings, including preparing agendas and following up on action items. Manage and prioritize multiple projects and tasks across departments, ensuring deadlines are met. Assist with the preparation and editing of technical and business reports, proposals, presentations, correspondence, and other documents. Handle confidential information discreetly and professionally. Liaise with vendors, clients, and any external contacts on behalf of executives and department managers. Provide support for the accounting department when necessary. Manage calendars, schedule appointments, and coordinate travel arrangements. Assist in organizing company events and meetings, including planning and communication. Maintain organized digital and physical filing systems. Support the development and implementation of administrative procedures and policies. Adaptability to dynamic work environments including different departmental cultures and processes. Receive and screen and/or redirect phone calls as appropriate. Conduct research as assigned. Some travel to venues for set up. Contribute to temporary coverage of out-of-office administrative staff duties. Facilites Management Oversee regular maintenance and repair of building systems (HVAC, plumbing, electrical, lighting). Hire, manage, and evaluate third-party vendors and contractors for specialized services. Ensure cleanliness and hygiene standards are maintained throughout the facility. Manage and oversee facility-related projects, including renovations and upgrades. Utilize facility management software to track assets, work orders, and schedules. Act as the point of contact and address facility-related issues and complaints. Receptionist Sort and distribute communications in a timely manner: Email Correspondence - responding within the same business day First in queue for answering the phone Scheduling and planning meetings and appointments Maintain trusting relationships and good communication internally and with our external customers and vendors. Maintain an accurate inventory record using manual systems. Order new stock and reorder items based on predefined thresholds or lead times. Perform regular stock counts (e.g., snacks, paper, pens, pencils) to ensure accuracy. Organize storage space to maximize efficiency and easy retrieval of items. Requirements Qualifications: Bachelor's degree in Business Administration, Management, or related field preferred. Minimum of 5 years of office management. Accountant experience, preferably. Exceptional computer and device usage abilities, with some IT knowledge, preferred. Exceptional organizational and time management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Advanced Excel) and other relevant software. QuickBooks and SharePoint experience preferred. Ability to adapt quickly to changing priorities and work independently. High level of professionalism and ability to handle sensitive information with discretion. Proven ability to build positive relationships across all levels of the organization. Invoicing experience is a plus. A fast-paced environment requiring flexibility and adaptability. Must be able to sit for extended periods of time, as well as walk from one building to the other throughout the day. 85 wpm Job Type: Full Time, Hourly Location: In Office, this is not a remote position. Hours: Monday – Friday, 8 am –5 pm Benefits: Medical, Dental, Vision, 401k match 3% and 50% up to 5%, Life Insurance, PTO - 2 hours accrued weekly, Sabbatical Leave eligibility after 3-year tenure.

Responsibilities

Provide high-level administrative and operational support to company leadership while managing daily office functions and facilities. Responsibilities include coordinating executive schedules, overseeing building maintenance, and handling receptionist duties.