Office Manager for Design & Construction Firm

We are a Berkeley design-build firm specializing in architecture and construction services for residential and commercial projects. We are a consistent winner of industry awards, a certified green business, and are a 3-generation family business.

Are you: Are you a self-starter who excels in a supporting role, balancing humility with confidence? Do you take pride in being accountable, adaptable, and easy to work with, no matter the challenge? If you’re an extrovert, resilient, with a robust approach to problem-solving, and you thrive in fast-paced, dynamic environments where every day brings something new, this role could be your perfect fit!

Overview: Reporting to the President, the Office Manager plays a critical role ensuring that office operations run smoothly. This position assists the design, construction, finance and sales teams, and provides human resources support to the company and individual employees and is involved in maintaining a clean, comfortable, and professional office environment.

Responsibilities Include (but are not limited to):

➢ Assisting with business-related tasks including ensuring that business licenses and corporate papers are tracked and renewed on time, tracking maintenance for company vehicles, and filing DMV paperwork as necessary.

➢ Developing and maintaining electronic and paper filing systems for internal documents.

➢ Monitoring and updating Active Design and Construction Jobs spreadsheets.

➢ Assisting the finance department with mailing checks, processing invoices and receipts, and scanning and sending mail to them.

➢ Assisting the Sales Manager in Salesforce and new lead communication.

➢ Tracking and ordering supplies, including for the office, kitchen, and bathroom. Checking inventory frequently to ensure consistent supply. Ensuring the office is tidy and presentable.

➢ Maintaining the office and warehouse spaces, including watering plants, ensuring that the spaces (including kitchen and other active areas) are orderly, and organizing equipment, samples, closets, cabinets, and the physical space.

➢ Ordering food and beverages for office meetings, lunches, and other events.

➢ Answering the main phone and assisting callers or redirecting them as appropriate.

➢ Being the face of human resources for office staff, fielding questions and working with HR consultant for the answers as-needed.

○ Setting new employees up in Gusto (payroll & HR software) and assisting with Gusto-related questions for all employees (e.g., benefits, W-4, I-9, changes of address, etc.)

○ Managing HR processes, including onboarding activities, time-off request process, and end-of-employment process.

○ Benefits administration, working with brokers (e.g., insurance and retirement), and assisting employees with enrollment and benefit-related questions.

○ Overseeing sick and vacation time off to ensure that requests are approved and properly recorded for payroll and tracking purposes.

○ Providing support to employees with personnel issues, as appropriate.

○ Tracking birthdays and work anniversaries and organizing office celebrations.

○ Working with the HR consultant on the above as necessary.

➢ Reviewing mail and addressing matters when possible. Forwarding mail to the appropriate party (e.g., finance) when necessary.

➢ Other tasks as assigned.

Skills and Experience:

➢ 5 years of experience working in a support role in the construction, architecture or engineering industry.

➢ Skilled in Microsoft Office, Google Suite. Payroll and HR software a plus but not required

➢ Great customer service skills

➢ Excellent communicator

➢ Proactive in solving problems

➢ Unflappable, thrives in a supportive role, highly organized, and excellent communicator

➢ College degree is a plus, but not required

Benefits: paid vacation, paid holidays, medical, dental, and retirement

Pay: $31-$36 hour

Berta Consulting Group

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Office Manager for Design & Construction Firm