Office Manager

Job OverviewOur 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 ResponsibilitiesLien Documentation & ComplianceLien 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 & OperationsFront 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 SupportSystem 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.QualificationsExperience: 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.