Construction Office Manager / Secretary at Moalej Builders, Inc. – Irvine, California

Overview:
We are seeking a highly organized and proactive Office Manager / Secretary to support daily operations and ensure the smooth functioning of our office. In this key role, you will serve as the central point of coordination for administrative tasks, internal communication, and office efficiency. You will work closely with leadership, project managers, and field teams to maintain organization, streamline processes, and support business operations. This position is ideal for someone who thrives in a fast-paced construction environment and takes pride in keeping everything running seamlessly.

Key Responsibilities:
- Office Administration
- Manage daily office operations, ensuring a clean, organized, and efficient work environment
- Answer and direct phone calls, emails, and general inquiries
- Maintain office supplies, equipment, and vendor relationships
- Coordinate incoming and outgoing mail, packages, and deliveries
- Executive & Team Support
- Provide administrative support to executives, project managers, and estimating team
- Manage calendars, schedule meetings, and coordinate appointments
- Prepare reports, correspondence, and internal communications
- Assist with onboarding new employees and maintaining personnel records
- Project & Operations Support
- Assist with document control, filing, and organization of project files
- Support project teams with administrative needs (submittals, contracts, compliance documents)
- Track and organize insurance certificates, licenses, and permits
- Coordinate with accounting for invoices, expense tracking, and basic bookkeeping tasks
- Communication & Coordination
- Serve as the primary point of contact between office staff, field teams, subcontractors, and vendors
- Assist with client communication and follow-ups
- Coordinate meetings, company events, and internal initiatives
- Compliance & Record Keeping
- Maintain organized digital and physical filing systems
- Ensure proper documentation for company operations and project requirements
- Support compliance with internal processes and external requirements

Qualifications:
- Proven experience as an Office Manager, Administrative Assistant, or Secretary
- Strong organizational and multitasking skills with attention to detail
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Ability to prioritize tasks and manage time effectively in a fast-paced environment
- Professional demeanor and strong work ethic
- Preferred Experience
- Experience in construction, public works, or related industry
- Familiarity with project documentation, contracts, and compliance requirements
- Basic knowledge of accounting or bookkeeping processes

Compensation & Benefits:
- Competitive salary (based on experience)
- Health, Dental, and Vision Insurance
- Paid Time Off
- 401(k) with 4% Company Match

Why Join Us:
Join a growing company where your role is essential to daily success. As the backbone of our office operations, you will play a critical role in supporting our team, improving efficiency, and contributing to our continued growth.