OFFICE MANAGER

Office Manager - Pensacola, FL Quantum North America is a leading design-build firm specializing in Mechanical, Electrical, Plumbing, Installation, and Energy Engineering solutions. Since 2003, we've delivered reliable, cost-effective services across diverse markets nationwide. Headquartered in Dallas/Fort Worth, our team of 125+ professionalsincluding engineers, project managers, certified technicians, and skilled tradespeopledrives our consistent growth and reputation for excellence. With over 125 projects completed annually and operations in 30 states, we offer a collaborative, accountable work environment where innovation and client satisfaction are at the core of everything we do. As a member of Compass Group, North America, we want you to be as great as you can be. We empower our associates to direct their own future, keeping them confident that we support them every step of the way. As a result, our associates embody greatness through their actions, natural passion for quality, and a can-do attitude. The opportunity for greatness is real at Quantum North America and throughout the Compass world. Job Summary The Office Manager supervises the daily administrative and operational functions of the office, supporting both the service and construction departments. This role is responsible for maintaining efficient office operations, supervising administrative staff, managing communication with customers and vendors, and ensuring alignment between field and office activities. The Office Manager plays a critical part in maintaining professionalism, organization, and a strong customer service culture while helping to drive business growth and team efficiency. Key Responsibilities Office Administration Manage the day-to-day operations of the office, ensuring an organized and professional environment. Supervise administrative staff including dispatch, accounting support, and clerical personnel. Oversee document control for projects, including contracts, purchase orders, submittals, and change orders. Maintain all company records, licenses, insurance certificates, and compliance documentation. Coordinate with HR for onboarding, timekeeping, and employee documentation. Customer and Vendor Relations Serve as a primary point of contact for customers, vendors, and service providers. Handle incoming calls, emails, and customer inquiries in a professional and timely manner. Support service dispatch and ensure customer requests are logged, scheduled, and completed efficiently. Work with vendors on quotes, pricing, and material orders to support project and service needs. Financial & Administrative Support Assist with billing, pay applications, accounts payable, and accounts receivable processes. Review and track purchase orders, expense reports, and project-related costs. Support management in developing reports, budgets, and forecasts. Maintain accuracy and organization of financial records and data entry into company systems. Project & Field Support Provide administrative and scheduling support for project managers, service coordinators, and field teams. Coordinate travel, logistics, and deliveries as needed. Assist in preparing project binders, closeout packages, and client documentation. Track warranty, maintenance contracts, and service follow-ups. Internal Coordination & Team Leadership Facilitate communication between office and field personnel, ensuring smooth flow of information. Lead weekly office coordination meetings and participate in management meetings. Assist the Director of Construction and leadership team with administrative and operational priorities. Help drive a culture of accountability, efficiency, and positive teamwork. Business Development & Customer Engagement Support business development efforts by preparing proposals, presentations, and customer packets. Maintain customer contact lists and assist in outreach to new and existing clients. Ensure consistent follow-up with clients to support satisfaction and repeat business. Help coordinate company events, customer appreciation efforts, and marketing materials. Preferred Qualifications: Associate or bachelor's degree preferred 5+ years of administrative management experience, preferably in construction, HVAC, or service-based industry. Proficient in Microsoft Office Suite, Smartsheet, Procore, and/or accounting software (e.g., Vista Viewpoint, QuickBooks). Strong organizational, communication, and interpersonal skills. Ability to handle multiple priorities and meet deadlines in a fast-paced environment. Professional demeanor and ability to interact effectively with clients, staff, and leadership. Applications are accepted on an ongoing basis.