Job Description
Thales Steel Structures is a family-owned company in the structural steel fabrication and construction industry, seeking a detail-oriented and bilingual Office Manager to join our close-knit team of 7 professionals. In this key role, you'll manage day-to-day office operations, handle financial administration through QuickBooks, coordinate purchasing with vendors, and maintain strong vendor relationships. We're looking for someone who thrives in a family company environment, values quality work, and is ready to make a real impact.
What You'll Do
Financial & Accounting Management
- Manage QuickBooks Desktop operations (accounts payable, receivable, reconciliation, reporting)
- Process expenses, receipts, and support payroll functions
- Perform monthly bank reconciliations and generate financial reports
- Track budgets and monitor cash flow
- Process vendor invoices and manage payments
Purchasing & Vendor Management
- Source materials and supplies for steel construction projects
- Obtain and evaluate vendor quotes and pricing
- Negotiate pricing, payment terms, and delivery schedules with vendors
- Maintain organized vendor database, contracts, and performance records
- Build and cultivate strong, long-term vendor relationships
- Coordinate with vendors on project requirements and timelines
- Resolve vendor issues, discrepancies, and delivery problems
- Track purchase orders, deliveries, and vendor invoicing
- Evaluate vendor performance and identify cost-saving opportunities
- Manage vendor communications in English and Spanish
- Follow up on quotes, orders, and service requests
Office Operations & Administration
- Welcome clients, visitors, and vendors professionally
- Answer and manage phone calls in English and Spanish
- Maintain office supplies inventory and coordinate equipment maintenance
- Organize filing systems and project documentation
- Manage office calendar and team scheduling
- Provide administrative support to all team members
Project & Contract Support
- Assist with project estimates and quoting
- File and organize project contracts and documents
- Track Certificates of Insurance for subcontractors
- Maintain records in Procore/DocuSign platforms
- Support project coordination with Shop Manager
- Coordinate with vendors on project-specific needs
Bilingual Communication
- Conduct all communications in English and Spanish
- Support Spanish-speaking clients and vendors
- Translate documents as needed
- Manage vendor relationships with Spanish-speaking suppliers
Team Support
- Assist with special projects and initiatives
- Support team members during busy periods
- Identify process improvements and efficiencies
- Remain flexible and adaptable in a family company environment
What We're Looking For
Required Qualifications
- Associate degree in Business Administration, Accounting, Office Management, or related field
- 2-3 years of administrative or office management experience
- Advanced QuickBooks Desktop skills (accounts payable/receivable, reconciliation, reporting)
- Fully bilingual in English and Spanish (verbal and written)
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Proven experience in purchasing and vendor coordination
- Strong vendor negotiation and communication skills
- Strong organizational skills and attention to detail
- Excellent communication skills (verbal and written)
- Professional customer service manner
Preferred Qualifications
- Construction or trade industry experience
- QuickBooks Desktop Certification (or willing to obtain)
- Experience with Procore or DocuSign
- Knowledge of construction terminology and processes
- 3+ years of purchasing or vendor management experience
- Experience negotiating with multiple vendors simultaneously
- Familiarity with vendor management systems
Skills & Abilities
- Detail-oriented with strong organizational abilities
- Excellent vendor negotiation and relationship-building skills
- Ability to work independently and prioritize multiple vendor requests
- Problem-solving mindset with ability to resolve vendor issues
- Adaptable and flexible with changing priorities and vendor needs
- Strong interpersonal skills and professional demeanor
- Ability to communicate effectively with diverse vendor personalities
- Basic understanding of construction industry and materials
- Comfortable lifting up to 15 pounds occasionally
- Proactive in identifying vendor opportunities and cost savings
Why Join Thales Steel Structures?
- Family-owned company with stable, long-term vision and values
- Be part of a small, close-knit team of 7 where your contributions directly impact success
- Work in the structural steel fabrication and construction industry
- Opportunity for growth and professional development within a family business
- Direct support to leadership in a dynamic, collaborative environment
- Competitive compensation for the role
- Professional development support (QuickBooks certification, training)
- Work-life balance in a family-oriented workplace
- Be valued as a team member, not just an employee
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer
- Ability to lift up to 15 pounds occasionally
- Frequent communication with employees, clients, vendors, and visitors
Equal Opportunity
Thales Steel Structures is an equal opportunity employer committed to building a diverse and inclusive workforce.
Pay: $23.00 - $25.00 per hour
Work Location: In person
