Office Manager

Job Overview

Our client is seeking a high-caliber, multi-tasking professional to serve as the operational backbone and compliance gatekeeper for a premier, unified group of three sister companies (high-end design, general contracting, and building). Operating from a single, shared office space, you will coordinate communal resources, manage high-stakes construction compliance, track HR administrative workflows, and maintain a highly collaborative environment across all three integrated entities.

Key Responsibilities

Lien Documentation & Compliance

• Lien Tracking: Coordinate and track construction lien documents, including issuing 20-day Preliminary Notices.
• Waiver Management: Process, verify, and track incoming and outgoing Conditional and Unconditional Lien Waivers.
• Vendor Liaison: Collect, verify, and route subcontractor and supplier lien releases to internal accounting to ensure seamless, timely payments.
• Notarial Oversight: Utilize a California Notary Public commission to legally execute and log required project documents.

Office Administration & Operations

• Front Desk: Act as the primary point of contact for high-end clients, visitors, and deliveries.
• Communications: Manage incoming mail, logistics packages, and centralized phone lines for all three concepts.
• Procurement: Track and manage ongoing inventory for office, printing, and kitchen supplies.
• Vendor Relations: Interface with facility management, external IT support networks, and cleaning vendors.
• Workspace Standards: Maintain an organized, professional, and visually immaculate communal office environment.

Data Management & Team Support

• System Management: Organize and maintain distinct physical and digital filing structures for each separate entity.
• Tech Adoption: Support the team's integration of shared systems, including monday.com, SharePoint, and AI productivity tools.
• Project Support: Assist project managers with permit routing, technical submittals, and master project filings.
• Personnel Logistical Support: Manage employee onboarding setups (keys, workspace, tech), track staff attendance, and monitor basic office presentability standards.

Qualifications

• Experience: 10+ years of proven experience as a Senior Office Manager, Executive Assistant, or Construction Project Assistant.
• Industry Knowledge: Familiarity with California lien laws, preliminary notices, and lien waiver processes.
• Certifications: Active California Notary Public commission (or contractually willing to obtain one within 90 days of hire).
• Environment: Experience managing office operations for multiple departments, concepts, or separate corporate entities simultaneously.
• Tech Literacy: High proficiency in Microsoft Office Suite, Google Workspace, and project platforms (e.g., monday.com).
• Soft Skills: Exceptional emotional intelligence, discretion with sensitive legal/financial data, and top-tier multi-tasking skills.
• Logistics: Valid driver’s license and ability to pass a standard background check due to financial document exposure.

For immediate and confidential consideration of this position, please email your resume to Tania Rupp directly at tania.rupp@onesearchpartners.com.