Office Manager (Ventura)

Description

Earth Systems: Your Trusted Partner in Geotechnical Excellence

With a rich history of providing a full spectrum of geotechnical, geology, environmental consulting, materials testing, and special inspection services since 1969, Earth Systems is deeply rooted within our communities. Our foundation is our people. We embrace our diverse staff of highly skilled professionals who have a wide range of backgrounds, experience, and talents. At each of our 10 offices throughout California, we foster a collaborative teamwork environment and empower our team with the freedom to steer their projects and career paths. 

Step into a position where your passion and expertise can thrive and see why our average employee tenure is over 11 years!

Earth Systems has an opening for an Office Manager for our Ventura office.

The Office Manager oversees daily operational, administrative, and support functions for a geotechnical engineering branch. This role ensures office efficiency, supports technical and project teams, supervises administrative staff, and coordinates closely with Corporate Services (Accounting, HR, IT, Marketing, Safety). The Office Manager plays a key role in maintaining organizational systems, managing workflows, and ensuring consistent adherence to corporate standards.

Education/Experience

• High school diploma required. 
• Associate’s degree and/or BA/BS degree in business administration, or education/experience equivalent preferred. 
• 5+ years’ experience of office administration or office management experience.
• Minimum 3 years’ experience managing staff required.
• Experience working in AEC industries or related field preferred. 

Knowledge and Skills

• Excellent organizational skills, attention to detail, and ability to manage shifting priorities.
• Excellent written and verbal communication abilities.
• Proficiency in MS Office Suite, Adobe Acrobat and general office software. Familiarity with CRM systems (e.g., Cosential/Unanet) preferred.
• Ability to maintain high degree of professionalism, confidentiality, and strong adherence to the practice of business ethics.
• Ability to effectively work with all levels of employees and support a technical team. 
• Ability to work in a fast-paced environment. 
• Strong customer service orientation.
• Typing speed of 60 w.p.m.; prior proofreading/editing experience a plus.

Essential Duties and Responsibilities

• Maintain office efficiency by planning, implementing, and improving office systems in coordination with the corporate office. 
• Recommend process improvements to enhance workflow and administrative productivity. 
• Supervise maintenance, layout, housekeeping, and alterations of office areas and equipment. 
• Monitor office equipment performance; coordinate repairs with IT or outside vendors. 
• Order, manage, and track office supplies through preferred vendors, including processing returns and ensuring proper accounting documentation. 
• May provide shipping and receiving support to the Soils and Materials Testing Laboratory.
• Prepare intermediate-level documents, spreadsheets, inspection reports, and plan review letters in alignment with corporate standards. 
• Produce, proofread, and edit technical and professional documents for staff. 
• Process, prepare, and record business and project-related documents, including permit applications and reports. 
• Maintain and archive project files, paper and digital, adhering to company file structure and naming conventions. 
• Assist with preparation and maintenance of databases, registers, and presentations. 
• Support reception duties, dispatch back up, and provide office coverage for other locations as needed.
• Support project setup, including contracts, budgets, and administrative documentation. 
• Process accounts payable items, scheduling requests, project-related expenses, and special payment requests. 
• Obtain, organize, and file project drawings; assemble meeting minutes; assist with project closeout processes. 
• Work with technical staff, senior management, and marketing on CRM setup and data entry.
• Facilitate communication and coordination between employees, departments, and corporate offices. 
• Coordinate arrival and departure procedures for new, current, and temporary employees, including technology set up, network access, equipment acquisition, upgrades, and training. 
• Train new employees on office procedures, telephone systems, computer applications, and administrative processes. 
• Maintain office vacation schedules and related tracking tools.
• Supervise administrative assistants and temporary support staff. 
• Participate in the recruitment process for administrative positions, including interviewing and candidate evaluation. 
• Provide guidance, workflow direction, and quality oversight to administrative team members.
• Arrange conference rooms for client, internal, or virtual meetings. 
• Manage document distribution, including mail, courier services, FedEx/UPS/GSO/OnTrac, and tracking requirements. 
• Assist with marketing department needs, as assigned. 
• Assist with maintaining contact information for clients, contractors, and regulatory agencies. 
• Disseminate corporate announcements from HR, Safety, Marketing, and IT. 
• Run office and project-related errands as required. 
• Perform other administrative duties and responsibilities as assigned.

What we offer: 

• Competitive salary 
• Bundled Medical/Vision/Dental Plan options (including a 100% Employer Paid plan option & up to 50% dependent paid)
• Employer sponsored life and AD&D coverage 
• Employer sponsored long-term disability insurance
• Generous PTO 
• Paid holidays
• Employee Assistance Program
• 401(k) retirement plan with employer matching
• Flexible Spending Accounts
• Health Savings Account
• License/Certification and continuing education reimbursement
• Dynamic work environment with a focus on teamwork and collaboration.

Join us at Earth Systems and be a part of a team that values excellence in geotechnical engineering!

The expected pay range for this position is $25-35. Exact rate is dependent on several factors such as experience, skills, education/certifications, and geographic location.

Employment conditioned upon the satisfactory completion of a post-offer background check, review of Motor Vehicle Records, drug screening, and a medical evaluation appropriate to the position.

Earth Systems is an Equal Opportunity/Affirmative Action Employer under Section 503 and VEVRAA.

Earth Systems provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.