Office Manager - Corporate Administration

Reports To: Controller

Location: Corporate Office – Montebello, CA

Employment Type: Full-Time, Exempt

Position Summary

The Office Manager is responsible for overseeing the daily operations of the corporate office and ensuring smooth administrative, legal, and operational functions across the organization. This position plays a key role in maintaining compliance with company policies, managing risk through insurance and legal coordination, and ensuring consistent implementation of corporate procedures across all divisions and satellite offices.

Key Responsibilities

1. Legal and Contract Administration

· Serve as the primary point of contact between the company and its legal counsel.

· Coordinate with company lawyers on active legal matters, contract reviews, compliance issues, and corporate filings.

· Maintain and organize corporate records, legal correspondence, and document archives.

· Oversee preparation, renewal, and system updates for subcontractor agreements, customer contracts, and NDAs.

· Ensure all contracts are properly executed, filed, and tracked in the company’s document management system.

2. Insurance Management

· Manage the company’s insurance portfolio including general liability, workers’ compensation, commercial auto, property, and umbrella policies.

· Coordinate with insurance brokers to review coverage, handle renewals, and ensure timely policy updates.

· Oversee claims administration and maintain accurate policy documentation.

· Track certificate of insurance (COI) requirements for vendors, subcontractors, and clients.

3. Policy, Procedure, and Compliance Oversight

· Implement, train, and enforce company policies and procedures across all departments.

· Conduct periodic training sessions and audits to ensure compliance with HR, safety, and operational policies.

· Collaborate with department heads to update standard operating procedures (SOPs) and maintain alignment with company goals.

· Address and resolve employee or departmental compliance issues in a timely and professional manner.

· Implement, train, and enforce policies as outlined in the company handbook

4. Human Resources, Safety, and Payroll Oversight

· Supervise corporate HR functions including onboarding, employee relations, performance reviews, and disciplinary actions.

· Coordinate with HR and safety officers to maintain compliance with OSHA and state/federal labor requirements.

· Oversee payroll processing, timekeeping accuracy, and benefits administration in coordination with the HR/payroll department.

· Support internal audits and assist in maintaining employee confidentiality and records integrity.

· Support human resources and operation to evaluate employee performance

5. Real Estate and Property Management

· Manage all corporate property leases and related agreements including renewals, terminations, and subleasing.

· Coordinate property-related services such as maintenance, utilities, and vendor management.

· Track lease deadlines and ensure timely actions on renewals or relocations.

· Support new office setups and office space planning as the company grows or restructures.

6. Corporate Office Operations

· Oversee the day-to-day operations of the corporate office including administrative support, staff scheduling, attendance, and office etiquette.

· Lead and support administrative staff to ensure high standards of performance and professionalism.

· Maintain office supply inventory, vendor relationships, and facility upkeep.

· Coordinate cross-office communication, management meetings, and training programs with other locations.

· Ensure that corporate operations are efficient, compliant, and aligned with company objectives.

Qualifications

· Bachelor’s degree in Business Administration, Management, or related field (required).

· Minimum 5 years of experience in office management, corporate administration, or HR operations.

· Experience working with legal counsel, insurance brokers, and corporate contracts.

· Strong understanding of HR practices, California labor laws, and OSHA compliance.

· Excellent communication, organizational, and leadership skills.

· Proficient in Microsoft Office Suite, SharePoint, and accounting/HR software systems (Sage, Paycom preferred).

Key Attributes

· Professional, reliable, and highly organized.

· Excellent judgment and discretion in handling sensitive information.

· Strong interpersonal and leadership skills with the ability to motivate and train staff.

· Detail-oriented with the ability to multitask and prioritize competing demands.

· Solution-driven and proactive in identifying operational and compliance risks.

Job Type: Full-time

Pay: $70,000.00 - $90,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Ability to Commute:

• Montebello, CA 90640 (Required)

Work Location: In person