Office Manager - Project Management/Administrative Support, Valard Construction, CA

Reporting to the Operations Manager, we are seeking a highly organized and detail-oriented Office Manager to provide comprehensive administrative and project management support. This combined role will play a critical part in supporting both on-site project teams and the overall office environment. The position will manage a wide variety of tasks including project coordination, financial and procurement support, travel coordination, IT requests, and timesheet management, as well as general administrative duties. The Office Manager will work closely with project managers, field teams, and stakeholders to ensure the efficient execution of construction projects.

Project Coordination & Support:

• Assist with the coordination of construction projects, maintaining schedules, and ensuring timely project delivery.
• Support project teams by organizing and maintaining project documentation, reports, and records.
• Facilitate communication between project team members, stakeholders, and management.
• Ensure the timely submission and organization of reports, including daily, weekly, and monthly updates.
• Participate in safety programs, ensuring that safety guidelines are being followed and documented on site.

Financial & Procurement Support:

• Manage accounts receivable (AR) and accounts payable (AP) processes, including reviewing and processing invoices and purchase orders.
• Track and organize packing slips, tickets, and procurement documentation.
• Support the purchase order closeout process and handle expense report submissions.
• Assist with site-specific purchase order requests and entries.

Timesheet Management:

• Review timesheets for accuracy and consistency, ensuring that all time entries are correct.
• Input time data into the company’s payroll system and liaise with corporate payroll to address discrepancies.

Travel Coordination:

• Ensure all travel logistics are managed efficiently and in accordance with project timelines.

IT Support:

• Provide on-site IT support by assisting staff with equipment or system access needs.
• Relay IT requests to the corporate IT department and ensure timely resolution of equipment or system access issues.

General Administrative Duties:

• Perform general data entry and incorporate field data into reports as required.
• Manage hard copy documents, such as updating Foremen Binders with new drawings and project materials.
• Assist with general office administrative tasks, such as scheduling meetings, maintaining office supplies, and coordinating with other departments as needed.
• Foster communication and build relationships within the company to source critical information quickly.