Workplace Solutions Manager

We are seeking an enthusiastic and energetic Office Manager to join our Seattle office.  The ideal candidate is well-organized, adaptable, and an active thinker who always looks for the best approach. The Office Manager must be able to work independently and enjoy the administrative challenges of supporting a diverse team including senior leadership and multiple departments. In coordination with the leadership team, the Office Manager is responsible for overseeing the day-to-day operations of the Seattle office.

Responsibilities:

• Provide operational and logistical support to senior leadership
• Coordinate busy schedules, interacting with both internal and external parties
• Deliver exceptional service to all internal and external clients and visitors
• Organize travel needs and prepare detailed travel itineraries for San Francisco leadership using Clark’s travel site – Egencia
• Handle event planning to include involvement with volunteering initiatives, office parties, social events, all-hands meetings, and new hire orientation coordination
• Inventory, track, & order office and kitchen supplies; ensure workspace and kitchen are neat, clean, & organized
• Manage invoicing and expenses via Coupa system to include VP-level expense reports
• Oversee various vendors and related duties including maintenance, mailing/deliveries, office supplies, equipment, furniture, catering & food/beverage, office cleaning, and errands
• Property Management Liaison. Ensure rent & utilities are being paid, manage access to parking and suite
• Maintain office security by following safety procedures and controlling access via the reception desk (manage logbook, issue vendor keys)
• Provide an exceptional workplace experience - from answering the main line to greeting someone at the front door
• Communicate all internal messaging related to the daily operations of the San Francisco office and region
• Oversee health and safety regulations within the office;  when needed, ensure Covid protocols are in place and are being followed
• Handle internal meetings as well as conference room coordination and support
• Prioritize and manage multiple projects simultaneously
• Maintain accurate documentation and filing systems
• Other duties may be assigned, as necessary

Qualifications

• 5+ years experience in an Office Manager or similar role supporting senior leadership and/or a department
• Demonstrated ability to 'think on your feet' and solve problems
• Personal confidence and a passion for customer service
• Can-do attitude with superior organizational skills and accuracy
• Ability to maintain confidentiality in all aspects of job responsibilities
• Clear and concise written and verbal communication skills
• Ability to juggle multiple competing priorities under deadlines
• Must be advanced in Microsoft Office applications. Google Suite is a plus
• Ability to navigate online platforms, such as WorkDay, Salesforce, Coupa, & Egencia
• Ability and willingness to work occasional early mornings, evenings, and/or weekends as needed
• Able to lift up to 25 lbs
• Alignment to Clark Standards of Excellence: self-motivated, results-oriented, adaptable, team player, accountable, ethical, innovative, resilient, builds relationships, builds people/teams and followership, sets direction, and executes

Hours: You will be expected to be in the office Monday-Friday with a typical day starting around 8:00am.

The work environment and requirements described below are representative of those necessary for an employee to successfully perform the essential functions of this role. 

The Physical Side of the Role: Given that a good portion of your day will be spent at a desk, you should be comfortable with prolonged periods of focused work, whether it's collaborating with colleagues, analyzing data, or developing strategies. The role demands effective communication and sharp visual acuity for reviewing complex documents and performing detailed computer work. While there are times for quiet concentration, you'll also be expected to move actively throughout the office and travel occasionally to various locations, including dynamic construction sites, utilizing different modes of transportation. The ability to lift and move objects up to 10 pounds regularly, and up to 25 pounds on occasion (think a box of files or small office equipment), is also required.

Your Work Environment: Your primary workspace will be in our professional office, which has a typical, quiet-to-moderate noise and light levels. As part of your work, you may also be required to visit active construction sites. These environments are naturally more dynamic and can include exposure to outdoor weather conditions, louder noise, and moving equipment. Your safety is our top priority, and you'll be expected to follow Clark Construction's safety policies and procedures, and all applicable laws, at all locations.

Our High-Performing Culture: This is a demanding, high-performance environment. We are looking for candidates who are energized by challenge, thrive under pressure, and are prepared to do what it takes to achieve exceptional results. Success in this role requires significant commitment, including flexibility to work extended hours, especially during critical project phases or client deadlines. Beyond regular working hours, there will be occasions where business needs require your attention, particularly for time-sensitive matters or emergencies. You are expected to monitor and respond to communications (phone calls, emails, text messages) as required to address these situations effectively. Your ability to manage these expectations and be responsive when critical issues arise is key to your success in this role and our collective success as a team.