Ultimate LLC
Office Manager - Construction and Building improvement
Ultimate LLC, Long Beach, California, us, 90899
Job Description
The Office Manager plays a key role in supporting Company operations by overseeing insurance processes, office maintenance, subcontractor onboarding, and administrative functions across all locations. This position ensures smooth day-to-day operations, supports employee and client onboarding, and contributes to a positive workplace culture.
Key Responsibilities Insurance & Compliance
Manage insurance documentation across all offices, including client and subcontractor Certificates of Insurance (COIs) Facilitate builder's risk insurance applications and ensure compliance with client and subcontractor requirements Maintain client onboarding portals (e.g., GMRS, Avetta) Process bonds and permit authorization packages
Facilities & Supplies
Oversee corporate office maintenance and coordinate vendor services (e.g., janitorial, landscaping, pest control, inspections) Procure office, kitchen, and printed supplies for all locations
Subcontractor & Vendor Management
Onboard subcontractors, including insurance setup and vendor registration Submit required documentation to clients and buildings
Administrative Support
Serve as Notary Public Provide backup support to the Administrative Assistant and Receptionist Manage client contract creation and distribution Support employee onboarding (e.g., key fobs, business cards, form binders)
Safety & Field Operations
Assist VP of Field Operations with safety initiatives, including signage, weekly tips, CPR certifications, and IIPP updates
Employee Engagement
Coordinate employee recognition programs (e.g., Service & Merit Awards, Employee of the Month, Client Kudos) Plan company events such as luncheons and holiday parties
Leadership & Team Development
Partner with the President to hire, train, and supervise administrative staff Provide ongoing coaching, performance feedback, and annual reviews Recommend professional development opportunities and manage disciplinary actions Foster a collaborative and positive work environment across all levels
Qualifications
Minimum 5 years of office management experience, preferably in construction or a related industry Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Strong organizational, communication, and interpersonal skills Ability to manage multiple priorities in a fast-paced environment Customer service-oriented with attention to detail Familiarity with construction documents and procedures High school diploma required; Bachelor's degree in Business Administration or related field preferred
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
Job Reference: JN -102025-407578
The Office Manager plays a key role in supporting Company operations by overseeing insurance processes, office maintenance, subcontractor onboarding, and administrative functions across all locations. This position ensures smooth day-to-day operations, supports employee and client onboarding, and contributes to a positive workplace culture.
Key Responsibilities Insurance & Compliance
Manage insurance documentation across all offices, including client and subcontractor Certificates of Insurance (COIs) Facilitate builder's risk insurance applications and ensure compliance with client and subcontractor requirements Maintain client onboarding portals (e.g., GMRS, Avetta) Process bonds and permit authorization packages
Facilities & Supplies
Oversee corporate office maintenance and coordinate vendor services (e.g., janitorial, landscaping, pest control, inspections) Procure office, kitchen, and printed supplies for all locations
Subcontractor & Vendor Management
Onboard subcontractors, including insurance setup and vendor registration Submit required documentation to clients and buildings
Administrative Support
Serve as Notary Public Provide backup support to the Administrative Assistant and Receptionist Manage client contract creation and distribution Support employee onboarding (e.g., key fobs, business cards, form binders)
Safety & Field Operations
Assist VP of Field Operations with safety initiatives, including signage, weekly tips, CPR certifications, and IIPP updates
Employee Engagement
Coordinate employee recognition programs (e.g., Service & Merit Awards, Employee of the Month, Client Kudos) Plan company events such as luncheons and holiday parties
Leadership & Team Development
Partner with the President to hire, train, and supervise administrative staff Provide ongoing coaching, performance feedback, and annual reviews Recommend professional development opportunities and manage disciplinary actions Foster a collaborative and positive work environment across all levels
Qualifications
Minimum 5 years of office management experience, preferably in construction or a related industry Proficiency in Microsoft Office Suite (Word, Excel, Outlook) Strong organizational, communication, and interpersonal skills Ability to manage multiple priorities in a fast-paced environment Customer service-oriented with attention to detail Familiarity with construction documents and procedures High school diploma required; Bachelor's degree in Business Administration or related field preferred
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
Job Reference: JN -102025-407578