Office Manager (Bilingual – English/Spanish Preferred)

Create professional front-office experience and restore administrative flow across the company

Location: Tucson, AZ | Type: Full-time

About the Opportunity

Meridian Engineering is seeking a professional, organized, and bilingual Office Manager to serve as the front-office anchor and administrative coordinator for the company. This role plays a critical part in creating a welcoming, well-run office environment while relieving administrative burden currently spread across multiple teams.

This position is intentionally structured to report directly to the Vice President of Business Operations to ensure clarity of scope, prioritization, and protection from task overload. The Office Manager will work closely with Accounting, HR, Operations, and Field Leadership, but is not a general catch-all role.

If you thrive in a people-facing role, enjoy building order and structure, and take pride in running a professional office, this is a great opportunity to make a meaningful impact.

Successful Team Members in This Role Will…

• Create professional, welcoming experience for visitors, applicants, vendors, and staff
• Serve as the central coordination point for front-office and administrative activities
• Bring organization and consistency to office processes, records, and workflows
• Communicate effectively across office and field teams
• Always maintain confidentiality and professionalism
• Set appropriate boundaries and escalate priorities when needed

A Day in the Life of an Office Manager

Front Office & Visitor Experience

• Greet visitors and notify staff when guests arrive
• Direct walk-in applicants and assist with basic application intake
• Answer and route phone calls; maintain phone and extension lists
• Maintain reception and common areas in a clean, professional condition

Mail, Shipping & Office Operations

• Receive, sort, and distribute mail and packages
• Prepare outgoing shipments and FedEx labels
• Track hotel bookings and maintain hotel PO logs
• Order and manage office supplies
• Print, copy, and bind documents, including 11×17 plan sets

Administrative & Records Support

• Scan, file, and distribute business licenses and administrative records
• Scan and email material price increase notices
• Maintain subcontractor insurance logs
• Assist Accounting with administrative support tasks such as bank reconciliation support and special audits
• Prepare weekly meeting packets

Hiring, Onboarding & Orientation Support

• Coordinate in-person interview scheduling as needed
• Assemble and distribute orientation packages
• Order PPE for orientations
• Assist with truck registrations related to new hires or fleet updates

Project & Field Administrative Support

• Prepare project books for field teams
• Create and update jobsite posters for each project
• Assist with weekly AIL preparation (job-specific, coordinated weekly)
• Support bid submissions with copying, labeling, and packaging (non-estimating)

Measurements of Success

• Positive first impression consistently delivered to visitors and applicants
• Administrative workload reduced across Accounting, HR, and Operations teams
• Office records and logs kept accurate, current, and organized
• Orientation and onboarding processes run smoothly and on schedule
• Clear communication and strong internal feedback from office and field teams

Qualifications

Required

• 3+ years of office management or senior administrative experience
• Bilingual in English and Spanish (spoken and written)
• Strong organizational and time-management skills
• Professional written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams)
• Ability to handle confidential information with discretion

Preferred

• Experience in construction, engineering, or field-based organizations
• Familiarity with onboarding processes and E-Verify
• Experience coordinating between office and field teams

Working Conditions

• Primarily office-based
• Regular interaction with employees, visitors, applicants, and vendors
• Occasional coordination with field teams and project staff

👉 Meridian hires people who take ownership, bring structure to complexity, and support others in doing their best work. If you enjoy being the hub that keeps an office running smoothly, we’d love to hear from you.