Office Manager- Houston, TX

OVERVIEW:

The Office Manager role is responsible for a wide range of administrative functions that support the smooth operation of the office. Responsibilities include managing service relationships with third-party suppliers, from cleaning services to subcontractors, as well as overseeing and improving daily office facilities and operations. This role supervises and coordinates overall administrative activities, drafts letters, reports, and memos with attention to grammatical accuracy, and manages staff and client appointments and meetings. It also involves organizing and scheduling tradeshows, career fairs, and related travel and promotional materials. Additional duties include maintaining the PTO and administrative calendars, planning internal events such as holiday parties and staff celebrations, and assisting with ISO document management and audits to ensure compliance, an ensure timely resolution of workplace needs.

ABOUT TAI ENGINEERS, LLC

TAI is a total marine solutions company that provides engineering and production support services to a wide variety of customers in the US and abroad. TAI is a wholly owned subsidiary of S&B. TAI’s mission to deliver ‘Solutions that Enhance Value’ is the primary focus of any project that TAI undertakes. Since TAI’s founding in 1993, it has brought many vessels to fruition and has more than 5,000 designs in its library. TAI is ISO 9001-2015 Certified for Design, Engineering, Integrated Logistics and Program Management Services. TAI is GSA listed to provide engineering services and vessels to the US Government and we are a prime contractor on NAVSEA's SeaPort NxG program.

RESPONSIBILITIES:

SUPERVISORY RESPONSIBILITIES:

None.

EDUCATION:

Bachelor's degree in Business Administration, Communications, or other related fields.

QUALIFICATIONS AND EXPERIENCE:

- 1-3 years of experience in office management, or a related administrative role.

- Proven ability to manage vendor and contractor relationships and coordinating office operations, events, and calendars.

- Experience supporting cross-functional teams and serving as liaison between departments such as IT, Communications, and HR.

- Strong understanding of office management, facilities coordination, and vendor relations.

- Excellent verbal and written communication skills, with high attention to detail and proofreading accuracy.

- Ability to manage confidential information with discretion and work collaboratively under tight deadlines.

- Strong organizational and multitasking skills, with the ability to prioritize competing responsibilities.

- Proficiency in Microsoft 365, Visio, and Adobe Acrobat; experience with XML Editors, SharePoint a plus

- Ability to work collaboratively with engineers, SMEs, and proposal staff under tight deadlines.

- Exposure to ISO documentation or auditing processes a plus.

- Familiarity with immigration and visa processes is a plus but not required.

TYPICAL DUTIES AND RESPONSIBILITIES:

- Schedule and track recruiting activities, candidate interviews, and talent pipelines.

- Act as a liaison between employees and various departments (HR, IT, communications, etc.) to resolve issues.

- Oversee vendor and service provider relationships, including cleaning, maintenance, and subcontractors.

- Ensure smooth daily operation of office facilities and equipment.

- Supervise and coordinate overall administrative activities across the office, including scheduling meetings and managing calendars.

- Draft and proofread correspondence, reports, and memos with attention to detail and professionalism.

- Coordinate staff and client appointments, meetings, and schedules.

- Plan and coordinate internal events such as client meetings, lunch and learns, office meetings and staff celebrations.

- Plan, coordinate and make travel arrangements for employees and visitors.

- Organize logistics for tradeshows, career fairs, and related travel and promotional materials.

- Maintain and manager PTO calendars, administrative schedules, and office wide communications.

- Plan and execute staff events including team-building activities, holiday parties, and celebrations.

- Support ISO compliance efforts through document management and audit preparation.

- Serve as a liaison between employees and departments such as HR, IT, and Communications to streamline issue resolution and internal communications.

LANGUAGE SKILLS:

Strong English language skills are required, including excellent verbal and written communication with an emphasis on clarity, professionalism, and attention to detail. The role demands the ability to draft, proofread, and edit documents with grammatical precision, as well as effectively communicate with employees, vendors, and clients across departments. Additional language proficiency, particularly in languages relevant to visa or immigration support, may be considered an asset.

MATHEMATICAL SKILLS:

Basic math skills are required for this role, including the ability to perform computations related to scheduling, vendor invoicing, expense tracking, event budgeting, and handling payroll or PTO calculations. Accuracy in arithmetic operations and comfort working with spreadsheets or budgeting tools are important for effective office management.

PHYSICAL DEMANDS:

The physical demands of this role generally involve working primarily in an office environment with occasional walking short distances, bending, stooping, twisting, and reaching above or below shoulder level. The position requires sitting or standing for extended periods, handling and grasping office equipment, documents, and supplies, and occasionally lifting or carrying items weighing up to 25 pounds. Clear speaking, adequate hearing, and good vision are necessary for effective communication and reading computer screens or documents. The work is mostly sedentary but involves repetitive motions related to computer use and office tasks.

WORK ENVIRONMENT:

Normal work environment will be a business office with moderate noise.

Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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