KSP Consulting Engineers, Inc. is hiring: Office Manager in Lake Forest

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Job Description

As the

Job Description

As the Office Manager, you will serve as the central hub of operations, ensuring our office runs smoothly, efficiently, and professionally at all times. This role requires a proactive, highly organized, and resourceful individual who can support both the day-to-day needs of the business and the strategic direction of the leadership team.

You will be responsible for managing a broad range of administrative and operational functions: from overseeing internal processes and vendor relationships to coordinating HR-related tasks and supporting the executive team. This position is ideal for someone who is comfortable juggling multiple responsibilities and excels at creating structure and consistency across multiple companies.

Key Responsibilities:

Office Manager

• Maintain and optimize day-to-day business operations including scheduling, workflow coordination, and general administrative support.
• Manage vendor services such as: health insurance and professional liability insurance
• Assist accounting department manager and project management team with administrative tasks as needed
• Ensure compliance with project-specific jurisdictional requirements
• Review and maintain state licensing requirements for executive team
• Apply and provide documentation for annual audits for insurance and licensing jurisdictions
• Work with in-house IT team to manage software and hardware purchases
• Plan and execute internal and external events (lunch and learns, holiday celebrations)
• Manage onboarding/offboarding procedures, maintain personnel records, coordinate payroll with accounting department manager
• Monitor and analyze billable hours for accurate client invoicing and expense reporting
• Provide high-level administrative support to company executives, including but not limited to: calendar management, meeting coordination, travel planning, and preparation of internal proposals/contracts/additional services
• Act as the primary point of contact for all office vendors (IT, supplies, maintenance, etc.), oversee contracts, and ensure the office environment is well-maintained and professional.
• Assist with budgeting and expense tracking, reconcile monthly office expenditures, and coordinate with account manager on billing and invoicing as needed.
• Evaluate and implement systems and tools that improve office efficiency, data management, and internal communications.
  
  

Property Management:

• Manage maintenance and tenant relations for building
• Conduct regular property inspections and coordinate repairs, renovations, and vendor services (pest control and janitorial services)
• Handle budgets, rent collections, and financial reporting in collaboration with accounting department to Ownership
• Coordinate with annual backflow testing
• Maintain records for controlled access for building tenants
• Issue and maintain records for alarm system
• Assist ownership with leasing agreements and tidying up building
  
  

Qualifications

• Proactive problem-solver with excellent organizational skills
• Proven experience in office management and/or property management
• Strong multitasking skills
• Excellent written and verbal communication abilities
• Proficiency with QuickBooks, Microsoft Office Suite, Adobe/Bluebeam
• Bachelor's degree preferred
• A&E Experience a plus
  
  

What We Offer

• Competitive salary and benefits package
• 401k Plan
• Supportive and collaborative team culture
• Varied and meaningful responsibilities in a dynamic work environment
  
  

Company Description

KSP A&E, is an Architectural and Engineering firm in Southern California specializing in Storage, Industrial and Commercial big box projects. We are seeking motivated individuals to join our practice who possess the core qualities of enthusiasm, strong character, high intellect and strong interpersonal skills. KSP Studio offers competitive salary, benefits package, and flexible work schedule. We are currently looking for a dynamic individual to join our team.

KSP A&E, is an Architectural and Engineering firm in Southern California specializing in Storage, Industrial and Commercial big box projects. We are seeking motivated individuals to join our practice who possess the core qualities of enthusiasm, strong character, high intellect and strong interpersonal skills. KSP Studio offers competitive salary, benefits package, and flexible work schedule. We are currently looking for a dynamic individual to join our team.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Architecture and Planning

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