Office Manager Job at MWH Constructors in Phoenix
MWH Constructors, Phoenix, AZ, United States, 85003
Overview
MWH is a leading water and wastewater treatment-focused general contractor in the US with a mission of Building a Better World. Our teams are growing rapidly across the nation. We offer a supportive work environment, opportunities for advancement, and the chance to contribute to a mission that shapes the future. The work we do matters: the critical systems infrastructure we build changes lives, betters communities, and improves ecosystems.
The role is based in Phoenix, AZ.
Office Manager
MWH is currently seeking a qualified Office Manager to provide support and ensure the smooth running of our corporate office on a day-to-day basis. The Office Manager is a critical member of the team and will report out of the Phoenix, AZ location.
Essential Functions
Office Operations
Represent the company at the reception desk; greet and provide general support to employees, visitors, clients, and vendors. Provide information by answering questions and requests.
Ensure a smooth and efficient operational flow of the corporate, field, or project office.
Develop and cascade intra-office/company communications, streamline administrative procedures, maintain office supply/inventory control and company assets, and administer site badging.
Monitor and process routine administrative duties such as accounts payable, expense reports, and supply requisitions.
Act as the point person for maintenance, mailings, shipping, supplies, equipment, ordering meals, and errands.
File (paper and electronic), fax, copy, print and distribute mail.
Schedule and coordinate meetings; prepare draft meeting minutes.
Schedule appointments, update calendars, and assist with travel arrangements.
General housekeeping duties to include loading/unloading dishwasher, watering plants, maintaining general kitchen/office/conference room tidiness, ensuring storage rooms are organized, and stocking and maintaining mail/printer room.
Create and maintain records, charts, graphs, spreadsheets, and databases.
Oversee special projects as assigned, keeping leadership properly informed of status, obstacles, and points of interest.
Manage relationships with vendors, service providers, building maintenance and property management.
Coordinate workflow and all relevant paperwork to prepare senior executives for meetings, interviews, and presentations.
Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and setting up new equipment.
Human Resources Support
Coordinate and support onsite onboarding for new hires, including first day logistics, office tours, equipment setup, and safety orientations in collaboration with HR.
Prepare and maintain any new hire paperwork, I-9 verification, and ensure compliance with onboarding checklists and HR protocols.
Act as the point of contact for new employees during their first days, assisting with office-related questions and basic policy guidance.
Maintain employee records (digital and physical) in accordance with company and legal retention policies.
Support HR with the coordination of interviews, including preparing interview rooms, and greeting candidates onsite.
Participate in any new hire welcome events or office orientations, reinforcing a positive onboarding experience.
Provide coordination for employee recognition initiatives, milestone tracking, engagement activities, and events (local and non-local).
Assist in monitoring and updating the office's organizational chart, contact lists, and seating charts.
Serve as local liaison for HR by relaying employee concerns, policy questions, or engagement issues to the appropriate HR contact.
Help maintain compliance with EEO, OSHA, and other HR-related requirements at the regional office level.
May assist with exit logistics for offboarding employees, including badge retrieval, asset return, and coordination with IT and HR.
Engaging in sensitive and confidential matters with the strictest confidence.
Various other duties as assigned.
Basic Qualifications
Minimum of three (3) years of professional experience as an Office Manager or Executive Assistant.
High School diploma or equivalent.
Proficiency in Microsoft Office (Word, Excel, PowerPoint), and Outlook (Calendar and Address functions).
Ability and willingness to work onsite from the office five (5) days/week.
Experience in handling a wide range of administrative and executive support-related tasks, and ability to work independently with little or no supervision.
Well-organized, flexible, and enjoy the administrative challenges of supporting a diverse office environment.
Self-motivated and proactive; demonstrated interest in taking initiative, anticipating needs, carrying projects through to completion with minimal direction, and working with a high degree of urgency.
Ability to maintain high standards despite pressing deadlines.
Ability to handle confidential and time-sensitive information with discretion and independent judgment.
Ability to produce and deliver consistent, high-quality work in a deadline-driven environment.
Positive attitude and flexibility with frequent interruptions, unresolved problems, changes, and unexpected events.
Superior interpersonal skills, telephone manner, and knowledge of business protocol; strong belief in customer service.
Ability to develop and maintain cooperative, enthusiastic, flexible, and effective working relationships with clients and team members.
Preferred Qualifications
Prior experience with a professional services firm, preferably in engineering or construction.
2 or 4-year degree preferred.
Benefits
Group health & welfare benefits including options for medical, dental and vision
100% Company Paid Benefits: Employee Life Insurance & AD&D, Spouse and Dependent Life & AD&D, Short Term Disability, Long Term Disability, Employee Assistance Program and Health Advocate
Voluntary benefits at discounted group rates for accidents, critical illness, and hospital indemnity
Flexible Time Off Program (includes vacation and personal time)
Paid Sick and Safe Leave
Paid Parental Leave Program
10 Paid Holidays
401(k) Plan (company matching contributions up to 4%).
Employee Referral Program
Location: Onsite, Phoenix, AZ
Pay Range: $25-32/hr
MWH Constructors is a global project delivery company in heavy civil construction with a focus on water and wastewater treatment infrastructure. With the ultimate goal of delivering maximum value to clients and their local communities, MWH Constructors provides single-source, integrated design and construction services through a full range of project delivery methods. Incorporating industry-leading preconstruction and construction services, the Company's multi-disciplined team of engineering and construction professionals delivers a wide range of projects, including new facilities, infrastructure improvement and expansion, and capital construction services.
Equal Opportunity Employer, including disabled and veterans.
Please note that all positions require pre-employment screening, including drug and background check, as a condition of employment.
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