Part- Time Office Manager

About the role

Ans is a trailblazing civil, structural, and geotechnical engineering firm that has earned titles such as one of the Best Places to Work and Top 10 Hottest Engineering Firms in the US from Zweig Reports, while also being featured on the Inc. 5000 list for achieving 1,748% growth. We cultivate a culture that is allergic to bureaucracy, thrives on innovation, and insists on data-driven decisions, making collaboration, creativity, and a fast pace the standard daily environment. The Office Manager is entrusted with owning the end-to-end operational integrity of our office, ensuring that complex administrative ecosystems run with precision and reliability across multiple U.S. locations. This role requires a self-directed professional who acts as the central nervous system for day-to-day logistics, safeguarding productivity and a positive employee experience. You will own the stewardship of our physical and administrative infrastructure, directly supporting the firm's rapid growth trajectory without sacrificing order or quality. Success in this position means you proactively identify friction points in operations and implement elegant, practical solutions that keep the entire team focused on engineering excellence. You will be the definitive expert on how our offices function operationally, serving as the first responder for process questions and the architect of sustainable administrative workflows. This is a part-time role designed for a disciplined individual who can manage diverse, non-linear tasks with minimal supervision.

Key facts

What you'll do

Coordinate and own the intake, routing, and resolution of all incoming communications including phone calls, emails, and digital messages, ensuring timely and accurate responses.

Serve as the central scheduling nerve center, managing complex calendars for multiple stakeholders, orchestrating meetings, and optimizing time-blocks to support peak productivity.

Own and maintain the integrity of filing systems, both physical and digital, designing structures that allow for rapid information retrieval and strict confidentiality.

Execute sophisticated calendar management and travel logistics for leadership, handling intricate itineraries, reservations, and policy adherence with precision.

Champion the procurement and management of office supplies and equipment, forecasting usage, negotiating with vendors, and maintaining cost-effective inventory levels.

Oversee the administration of office facilities, coordinating with vendors for services such as cleaning, security, and maintenance to ensure a safe, functional, and pleasant work environment.

Act as the primary point of contact for Human Resources support, managing sensitive employee documentation, onboarding materials, and ensuring compliance with personnel policies.

Provide high-level executive support by preparing complex documents, presentations, and reports, translating raw data into clear narratives that support decision-making.

Manage project-specific administrative deliverables, tracking deadlines, dependencies, and resource allocation to ensure seamless execution of office-initiated programs.

Implement and refine operational procedures and documentation, creating standard operating procedures that enhance consistency, scalability, and risk mitigation.

Monitor and analyze key operational metrics, identifying trends, inefficiencies, and opportunities for automation to continuously improve office performance.

Ensure strict compliance with corporate policies, legal requirements, and data security protocols, safeguarding confidential company and client information at all times.

Facilitate smooth cross-departmental collaboration by acting as a liaison between teams, removing administrative roadblocks, and fostering a cooperative work culture.

Provide proactive problem-solving and contingency planning for operational disruptions, maintaining calm and continuity during unexpected events.

Support the firm's growth initiatives by scaling administrative processes efficiently, ensuring that systems can handle increased volume and complexity without degradation.

Requirements

Demonstrate a proven track record of managing complex administrative operations in a fast-paced, professional services environment.

Possess exceptional written and verbal communication skills, with the ability to tailor messaging for diverse audiences including executives, staff, and external partners.

Exhibit a high level of professionalism, discretion, and integrity when handling confidential and sensitive information.

Show strong proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint, with the ability to leverage formulas, formatting, and presentation design.

Have expert-level experience with collaboration and workflow platforms such as Slack, Teams, and Zoom, and a knack for quickly mastering new software tools.

Display meticulous attention to detail and strong organizational skills, with the capacity to manage multiple priorities and deadlines simultaneously without sacrificing quality.

Commit to maintaining a positive, solution-oriented mindset, demonstrating resilience and adaptability in a dynamic, high-growth startup environment.

Must be legally authorized to work in the United States and not require work authorization sponsorship from our company for this position.

Practical notes

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