Office Manager

$44,554 - $52,000/Yr

Rubicon Engineering Services - Mount Juliet, TN

Full-time - Mid Level

Mount Juliet, TN

Educational Services

About the position

The Office Manager at RUBICON Engineering Services LLC is a full-time role that provides comprehensive support to the Principal and Owner of a construction and engineering firm. This position requires exceptional organizational skills, financial acumen, and the ability to manage confidential matters. The Office Manager will balance responsibilities across personal and professional domains, acting as a critical point of support while contributing to the firm's operational and project management needs.

Responsibilities

• Serve as the primary point of contact and liaison for the Principal, managing schedules, appointments, and communications.
• Provide close personal support, including coordinating personal tasks, errands, and logistics as required.
• Handle highly sensitive and confidential matters with professionalism and discretion.
• Manage licenses and renewals for the firm.
• Assist with managing daily financial activities, including accounts receivable, accounts payable, and cash flow tracking.
• Ensure timely preparation and processing and collection of invoices.
• Provide regular updates and reports to the executive on the financial status of the business.
• Manage financials in Quickbooks.
• Act as Assistant Project Manager on key construction and engineering projects.
• Assist in developing project schedules, tracking deadlines, and ensuring timely deliverables.
• Support the preparation and submission of bids and bid packages, ensuring accuracy and completeness.
• Act as Project Accountant, tracking invoices, pay applications, billings, and procurement.
• Serve as a key point of contact for internal staff and external stakeholders.
• Record notes/minutes in project meetings.
• Provide key support in marketing activities to include management of social media, development of marketing resumes, flyers, and brochures.
• Support the Owner/Principal in developing and maintaining strong relationships with key clients.

Requirements

• 3 years of administrative experience
• 3 years of experience with Microsoft Office
• 3 years of experience with QuickBooks
• Bachelor's degree
• Financial acumen
• Ability to manage confidential matters
• Spanish language proficiency

Nice-to-haves

• Event planning experience
• Social media management experience

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Flexible schedule