Office Manager

About The Firm

Jasmine Engineering, Inc. (JE) has been in operation for more than 40 years and specializes exclusively in Building Commissioning and Owner Representative Services nationwide. JE does not provide design services or act as a construction contractor.

Job Overview:

JE is seeking a highly organized, proactive, and detail-oriented EAP to support senior leadership at our Project Management Firm. The ideal candidate will play a key role in facilitating smooth operations and ensuring the efficient management of executive-level activities. This position involves providing administrative support to the executive team, handling sensitive information with discretion, and coordinating tasks to help deliver successful projects.

Duties and Responsibilities:

• Administrative: Provide executive-level administrative support, including managing calendars, scheduling meetings, preparing agendas, and coordinating travel arrangements.
• Communication Liaison: Act as the main point of contact between senior management, clients, and internal teams. Manage emails, phone calls, and other communication channels.
• Project Coordination: Assist with the tracking and monitoring of project timelines, resources, and budgets. Help coordinate meetings and communications for ongoing projects.
• Document Management: Prepare, proofread, and edit project-related documents, presentations, reports, and correspondence. Maintain and organize project files, ensuring information is easily accessible.
• Meeting Coordination: Organize and schedule internal and client meetings, prepare meeting materials, and take meeting minutes.
• Client and Stakeholder Interaction: Manage relationships with clients and stakeholders, ensuring timely communication and resolution of any issues or inquiries.
• Event Coordination: Assist in organizing firm events, workshops, conferences, and other special projects as needed.
• Task Prioritization: Ensure executive teams' tasks are completed in a timely manner, prioritizing urgent matters and ensuring deadlines are met.
• Confidentiality Management: Handle sensitive and confidential information with discretion and professionalism.
• Office Liaison: Ordering supplies, managing equipment, and ensuring the office environment is well-maintained as needed.
• Report Preparation: Assist with the creation of status reports, financial updates, and other business reports for the senior management team.

Skills:

• Excellent Organizational Skills: Ability to manage multiple tasks simultaneously and effectively prioritize work in a fast-paced environment.
• Strong Communication Skills: Clear and professional written and verbal communication, with the ability to communicate effectively with senior leadership, clients, and stakeholders.
• Attention to Detail: High level of accuracy in all tasks, including documentation, scheduling, and reporting.
• Problem-Solving Ability: Proactive in identifying and resolving issues before they escalate.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), project management tools (e.g., Microsoft Project Adobe Suite, InDesign), and familiarity with other office technology.
• Time Management: Ability to handle multiple projects and deadlines without compromising quality or efficiency.
• Discretion and Integrity: Ability to manage confidential information and demonstrate discretion in all matters.
• Adaptability: Flexibility to adjust to changing work requirements and the demands of the business.
• Customer Service Orientation: Exceptional interpersonal skills with a service-focused mindset.

Requirements:

• Bachelor's Degree in either Business Administration or Project Management, or a related field preferred.
• 3-5 years of experience in an executive assistant or office manager role, ideally within a project management or professional services firm.

Salary commensurate with experience.

Job Type: Full-time Exempt with some overtime and some travel

Benefits: Excellent benefits

Ability to Relocate:

• San Antonio, TX 78205: Relocate before starting work (Required)

Job Type: Full-time

Application Question(s):

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Project Management tools (e.g., Microsoft Project Adobe Suite, InDesign), and familiarity with other office technology.

Work Location: In person