Office Manager - Wilmington, DE

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, youu2019ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.Jacobs is seeking an experienced and highly organized Office Manager to oversee daily office operations and ensure a productive, efficient, and positive work environment. This role involves managing administrative tasks, financial processes, staff coordination, and compliance. Also, the role focuses on championing company culture and charitable efforts and supports sustainability initiatives.The Office Manager will be responsible for:Administrative Management Oversee day-to-day office operations. Maintain office supplies inventory and place orders as needed. Manage filing systems via SharePoint and MS Teams and ensure proper record-keeping. Handle correspondence including emails, letters, and phone calls. Maintain orderliness and organization within the Administrative Building and other assigned office areas, including overseeing esthetic upkeep such as cleanliness, du00e9cor alignment with company standards, proper signage, layout consistency, and overall presentation to ensure a welcoming, professional environment. Maintain Visitor Sign-in logs/spreadsheet and ensure accurate record-keeping. Revise meeting reports and minutes for distribution.Financial & Budgeting Monitor office expenses and assist with budgeting. Process invoices through company systems. Coordinate with accounting or finance teams for accurate reporting. Maintain facility equipment such as mats, janitorial supplies, and uniform coordination and associated invoicing.Staff Coordination Support HR functions by coordinating newu2011hire onboarding, preparing and setting up workstations, and managing related logistical needs, including IT requirements and other requests as they arise. Maintain employee records and assist with scheduling. Manage PTO requests and maintain overall project calendar. Maintain logs of non-exempt employee hours, track overtime approvals, and submit overtime for review by the Department Manager.Facilities & Equipment Management Ensure office equipment (printers, computers, etc.) is maintained and serviced. Manage workspace allocation and ensure cleanliness, including maintaining all necessary supplies and equipment to support a productive, safe, and comfortable work environment. Maintain fleet documentation and inventory munication & LiaisonAct as a point of contact between staff and municate company policies and updates to employees.Liaise with external vendors, suppliers, and service providers.Set up contractors in procurement systems (e.g., Ariba).Event & Meeting Coordination Schedule and organize meetings, conferences, and office events. Prepare meeting agendas and take minutes. Arrange accommodations for staff when needed. Order and distribute snacks/coffee/other supplies to staff areas.Culture, Sustainability & Charitable Initiatives Lead charitable efforts and community engagement activities. Serve as a Project Culture Champion to promote a positive work environment. Support the Project Sustainability Champion to support eco-friendly practices.Bring your team-focus, adaptability, and commitment to excellence, and weu2019ll help you grow what drives you - and deliver the worldu2019s most challenging Operations Management projects, together.#OMFS #BIA #OurJacobs #BoldlyMovingForward #ChallengeAccepted#LI-JA2 3-5 years of experience in office management or administrative roles. Strong organizational and multitasking skills. Excellent communication and interpersonal abilities. Proficiency in MS Office Suite and familiarity with office equipment. Basic knowledge of budgeting and financial processes. Ability to maintain confidentiality and handle sensitive information.Ideally, here's what you will also have: Experience with HR support functions. Familiarity with procurement systems (e.g., Ariba). Problem-solving and decision-making skills. Ability to redirect negative gossip, maintain professionalism, and serve as a strong supporter of management by consistently refraining from engaging in unproductive conversations. Strong interpersonal awareness and genuine interest in getting to know employees at all levelsu2014especially managementu2014to identify emerging staff issues and proactively communicate them to leadership. Ability to understand and adapt to diverse personality types, demonstrate confidence, and recognize when independent decision making is necessary.Working ConditionsSafety is a core value at Jacobs. We are committed to providing a safe and healthy workplace for all employees. This position will spend a substantial amount of time performing safety sensitive labor or services.Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.

Created: 2026-02-16