Office Manager

Operations / Office Manager – ConstructionFull-Time | On-Site | San Jose, CA | Starting at $90,000 per yearAbout the CompanyWe are an established specialty foundation and drilling contractor serving public- and private-sector projects. Our close-knit team operates in a fast-paced environment where strong coordination between the office and field is essential.The OpportunityWe are seeking an experienced Operations / Office Manager to serve as the administrative and compliance backbone of the company. This is a hands-on leadership role—not a receptionist or narrowly focused administrative position.You will oversee corporate compliance, safety administration, fleet and equipment records, insurance, benefits, payroll compliance, job setup, and human resources. You will work directly with company leadership, project managers, field supervisors, employees, and outside partners.The ideal candidate enjoys owning a broad scope of responsibilities, anticipating deadlines, solving problems, and being the person others trust to find the answer.Key ResponsibilitiesCorporate and Business ComplianceMaintain corporate filings, contractor licenses, and local business licenses.Monitor renewals and ensure compliance across operating jurisdictions.Complete contract compliance and contractor prequalification packages.Prepare credit applications and quarterly regulatory reports.Safety ComplianceMaintain OSHA logs and required safety records.Administer company safety programs and documentation.Track employee training, certifications, and safety meetings.Coordinate annual permits and incident or accident reporting.Manage follow-up documentation with insurance carriers and other parties.Fleet, Equipment, and TransportationAdminister driver-monitoring programs and maintain driver records.Manage vehicle registrations, equipment inventories, and related files.Maintain insurance documentation for vehicles, equipment, and rentals.Track equipment purchases, sales, ownership documents, and loan balances.Coordinate motor-carrier filings, transportation permits, emissions compliance, toll accounts, and citations.Insurance, Bonding, and Risk ManagementManage project-specific insurance and OCIP/CCIP enrollment and compliance.Coordinate general liability and workers’ compensation renewals and audits.Maintain work-in-progress schedules and reconcile them with contracts and job records.Coordinate bid bonds and payment and performance bonds with the company’s surety.Benefits and Retirement AdministrationAdminister employee health, dental, and vision plans, including enrollment, renewals, costs, and payroll deductions.Process recurring 401(k) contributions and related accounting entries.Track employee eligibility and maintain ongoing and year-end plan compliance.Serve as the primary contact for benefits providers and third-party administrators.Job Setup and Labor ComplianceSet up new projects in the company’s accounting and timekeeping systems.Maintain the active job list and verify contracts and compliance requirements before work begins.Manage certified payroll and prevailing-wage reporting.Coordinate union employee dispatch with applicable union halls.Human Resources and Office AdministrationManage onboarding, employee records, personnel files, and routine employee questions.Coordinate IT support and outside vendors.Administer company email accounts and system access.Maintain filing systems, records-retention practices, and general office operations.Provide administrative support to company leadership and project management.QualificationsSeveral years of experience in office management, contract administration, or construction operations.Construction industry experience strongly preferred.Familiarity with contractor licensing, certified payroll, prevailing-wage requirements, wrap-up insurance programs, bonding, and OSHA recordkeeping.Experience with union labor agreements, dispatch, and fringe-benefit reporting is a strong plus.Experience with Sage 300 CRE or a comparable construction ERP.Familiarity with ExakTime or similar workforce time-tracking software.Strong Excel and general technology skills.Excellent organization, judgment, and follow-through.Ability to manage firm deadlines involving permits, renewals, filings, and payroll submissions.Professional discretion when handling confidential employee, payroll, and financial information.Clear communication with leadership, field personnel, contractors, brokers, vendors, and government agencies.Ability to prioritize a varied workload with limited supervision.Why Join Us?This position offers meaningful ownership, direct access to company leadership, and a visible impact on whether projects start on time and operate successfully. We are looking for someone who wants to build a long-term career and grow with the company.Compensation and BenefitsStarting salary: $90,000 per year401(k) and retirement planDental insuranceFlexible scheduling, subject to operational needsFull-time, on-site positionHow to ApplyPlease apply through LinkedIn with your resume and a brief note describing your construction administration or operations experience. Applications will be reviewed on a rolling basis.We are an equal opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.