Office Manager

Working under general supervision of the Director of Operations, the Office Manager is responsible for performing administrative duties for management. Responsibilities may include screening calls; managing calendars; making travel, meeting and event arrangements; preparing reports and financial data; and customer relations. Requires strong computer and Internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as clients and vendors. Sensitivity to confidential matters may be required. This position is based in Irvine for 3-4 days per week and based in Los Angeles 1-2 times per week.

Role:

• Assist Principals with their travel needs, correspondence, preparation of expense reports
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements as needed
• Assist Director of Operations with the administration of contract documents and reports
• Assist with confidential work projects which at times may require some analysis and report preparation
• Performs standard, advanced, and confidential administrative duties requiring broad experience, skill, and knowledge of organizational policies and practices
• Composes routine correspondence, and reports
• Responds to voicemail messages, screens visitors and resolves routine and complex inquiries
• Assists with other administrative duties as needed
• Maintains and supplies the kitchens daily, and conference rooms between meetings
• Maintains and orders office supplies and food for office functions
• Maintains and supplies office equipment (printers, postage machine)
• Coordinates with 3rd party vendors
• Manages deliveries and mail, including delivery dropoffs
• Assists accounting with administrative tasks (reconcile credit card charges)
• Assists with organizing and setting up office events (presentations, holiday parties, etc.); includes moving tables and chairs and setting up food
• Performs routine office maintenance (desk moves, height adjustments, lighting, etc.)
• Assists IT staff as required (desk moves, PC setup)
• Maintains office equipment (printers and plotters - ink and paper)

You:

• Must have intermediate to advanced level of proficiency with Teams, Word, Excel, Powerpoint, and Outlook
• Previous experiencing assisting with video conference equipment and software (Teams)
• Previous experience in an architectural, engineering and/or construction (A/E/C) firm preferred
• Ability to use databases
• Ability to communicate effectively
• Strong assistant background
• Ability to follow direction and deliver results in a timely manner
• Excellent verbal and written communication
• Must be detail oriented and well organized
• Ability to maintain a professional demeanor
• Willingness to perform light cleaning and moving tasks

Equal Opportunity Employer

MVE + Partners is an Equal Opportunity Employer and employment selection decisions are based on merit, qualifications, and abilities. MVE does not discriminate in employment opportunities or practices on the basis of: race, color, religion, gender, national origin, age, sexual orientation, gender identity, ability, veteran status or any other characteristic protected by country, regional or local law.

In accordance with local “Fair Chance” Ordinance(s), qualified applicants, including those with criminal histories, will be considered for employment.

We participate in E-Verify.

Please note: Due to the number of applications we receive, we are only able to respond to those candidates whom most closely match our requirements.