Office Administrative Manager

Coastland | DCCM provides civil engineering, construction management, and building safety services to public agencies across Northern California. Since our inception in 1991, we have delivered a diverse range of projects in transportation, water, wastewater, drainage, flood control, and public facilities.

Position Overview:

Working under general supervision, the Office Administrative Manager will play a key role in ensuring the smooth operation of the firm by providing administrative support to the Executive team and staff across all offices. This position requires a highly organized individual with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions:

• Greet and assist all visitors and callers and direct them appropriately
• Provide administrative support to management team and staff, including, document preparation, proofreading, coordinating, scheduling, and bid package preparation
• Utilize Microsoft Teams to manage calls, messages, and communications across all office locations.
• Maintain office files, filing, creating files, and archiving files
• Sort and distribute mail, incoming faxes, and other deliveries
• Monitor levels of office supplies, business cards, stationery, and other printed materials and place orders as necessary for all three Coastland offices
• Maintain and update telephone system (add/delete employees, change greeting, etc.); monitor general voicemail box and route messages; accordingly, maintain and periodically distribute phone list
• Arrange for maintenance of office equipment
• Provide direct administrative support including meeting coordination, seminar registrations, and travel arrangements.
• Daily upkeep of common areas (lobby, copier area, conference room, kitchen)
• Serve as first point of contact for facilities maintenance
• Oversight of company vehicles and maintenance records and tracking and distributing annual registration tags to all three Coastland offices
• Coordinate, distribute, track, and collect upon termination, construction field packs
• Use logs to track and monitor company cell phones, company gas cards; order company cell phones and equipment
• Coordinating company functions (including any lodging) including but not limited to annual holiday party, lunch and learns and in office holiday events.

Job Specifications:

Knowledge of:

• Strong command of the English language, including grammar, punctuation, and spelling.
• Principles and processes for providing effective customer service in an office environment
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Microsoft Teams for communication and collaboration.
• Knowledge of administrative and clerical procedures, including document preparation, proofreading, and records management.
• Basic business arithmetic

Skills:

• Excellent interpersonal skills
• Professional and welcoming demeanor when engaging with visitors and staff
• Clear and effective verbal and written communication skills
• Exceptional organizational skills with the ability to prioritize and manage multiple tasks
• Analytical thinking to resolve issues and adapt to changes in workflow
• Comfortable with modern office technology, including collaborative tools like Microsoft Teams
• Excellent organization, prioritization, and time management skills

Ability to:

• Effectively follow and communicate oral and written instructions
• Use discretion and maintain confidentiality in handling sensitive information
• Exercise independent judgment in prioritizing and managing tasks
• Adapt to new technologies and workflows
• Organize and maintain records and other documentation with accuracy

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: Much of the work consists of answering telephones, conveying information verbally and in writing, and greeting and assisting visitors. Entering data into, and retrieving data from, a personal computer via keyboard is performed while sitting or standing for extended periods of time. While performing the duties of this job the employee is required to sit, stand, and walk; use finger, handle, or feel objects, tools, or controls; reach with hands; talk and hear; climb or balance; stoop, kneel, crouch, and crawl. The employee must occasionally lift, carry, and/or move up to 25 pounds. Use of arms above the shoulder is sometimes required. The employee occasionally may need to transport himself or herself to a client or other location. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Work environment: The noise level in the work environment is usually quiet. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions.

Qualifications:

Education and Experience: Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:

Education: High school diploma or equivalent

Experience: Sufficient years of experience performing office support duties in an office environment comparable to that of the company to obtain most of the knowledge, skills, and abilities listed above.

Certifications/Licenses: Possession of a valid California Class C Driver’s License.

Career Path:

The position may develop into an Administrative Coordinator.

Benefits:

Coastland | DCCM offers a competitive compensation package based on experience. Our benefits include medical, dental, and vision coverage, a 401k plan with employer-matching contributions, and continuing education programs.

Work Location:

• Santa Rosa, California

At Coastland | DCCM we are dedicated to building a diverse and inclusive workplace. We are open to the possibility that a great candidate for this job may not precisely meet all the stated criteria for this position, so if you’re excited about this role but don’t meet all the qualifications, we encourage you to apply. You may be just the right candidate for this or other roles.