Office Manager

Duties and Responsibilities

Project Coordination & Operational Support

• Coordinate and manage multiple projects simultaneously, ensuring all tasks, milestones, and deliverables remain on schedule.
• Provide daily oversight of vendor activities, installation schedules, and field dispatches.
• Create, maintain, and regularly update trackers to reflect project progress, deliverables, risks, and outstanding actions.
• Assist with ordering, provisioning, and logistics for project materials or services.
• Open, monitor, and report on provisioning tickets, ensuring timely follow-up and closure.

Cross-Functional Engagement

• Act as a key liaison among project management, facilities, engineering, IT, procurement, accounting, and external vendors.
• Follow up with internal teams to keep project components (equipment, configurations, facility readiness, documentation, etc.) on schedule.
• Work directly with the facilities team on site-related needs, such as access coordination, onsite scheduling, troubleshooting, and issue escalation.
• Participate in regular meetings with functional groups to gather updates, identify blockers, and ensure alignment on upcoming project phases.

Data Management, Tracking & Reporting

• Develop and maintain detailed trackers for vendors, contingent workers, and project-related deliverables.
• Implement best-practice standards for data accuracy, file naming, document storage, and version control.
• Prepare recurring status reports for project managers and leadership, highlighting progress, variances, and completion timelines.
• Ensure all project documentation is complete, up to date, and properly archived.

Accounting & Administrative Support

• Assist with accounting tasks including invoice reconciliation, purchase order tracking, and verification of vendor deliverables prior to payment.
• Collaborate with the accounting team to maintain accurate project cost tracking and budget alignment.
• Support administrative duties such as updating documentation, preparing meeting summaries, scheduling, and conducting compliance checks.

General Facility Support

• Respond to facility-related requests associated with active projects, including scheduling, equipment placement, space readiness, and coordination with onsite teams.
• Support the facilities team with urgent or emerging needs that affect project timelines or work execution.

Required Qualifications

• 5-7 years of experience in customer service, project coordination, or support roles (with strong preference for telecommunications infrastructure experience).
• Proficiency in Microsoft Office (Excel, Word, Outlook, MS Project).
• Familiarity with Adobe Acrobat and ability to work across multiple systems and platforms.
• Highly detail-oriented, able to maintain accuracy across trackers, documentation, schedules, and follow-up items.
• Self-starter who takes ownership of assigned workstreams, proactively identifies next steps, and drives tasks to completion with minimal supervision.
• Availability Monday-Friday, with occasional after-hours work depending on project schedules.

Preferred Qualifications

• Bachelor’s degree
• Experience with VoIP, SD-WAN, WiFi, Ethernet, and cabling technologies.
• Previous involvement in multi-site or telecommunications infrastructure project environments.