Office Supervisor

Overview

Gilbane is seeking an experienced Office Supervisor to become a valued member of our corporate team, headquarted in Providence, RI. In this role, the Office Supervisor will be responsible for a range of administrative tasks, and play a vital role in the successful operation of our corporate facility. This role will sit primarily in the office. 

Who are we?  

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more! 

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Who are you? 

You are a coach/leader who leads with an inclusive and empathetic mindset. You provide feedback and guidance to help others excel in their current or future roles. You determine priorities, delegate work, and effectively communicate progress. You establish measures to assess the impact, quality, and timeliness of results while praising successes and sharing lessons learned. You build high performing teams by attracting, engaging, developing, and retaining talented individuals through motivation and discipline to maximize impact on the organization and the individual.  

You leverage business insights by understanding industry trends, local market/economic conditions, and Gilbane’s business model to make critical decisions and create competitive advantage. You deploy a strategic mindset when considering solutions to long-term opportunities and risks that may develop in the future.  

Your core values match Gilbane’s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship. 

What’s in it for you?   

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader. 

Responsibilities

• Manages the day-to-day office operations of the general space for all local departments.
• Supervises administrative staff responsible for office and kitchen supplies inventory, oversee mailroom functions, and act as backup to ensure efficiencies.
• Contributes to management team effort by coordinating and facilitating various management meetings.
• Maintains schedule of conference rooms, vacant offices and workspace availability for visitors, ensuring that space is organized, and conducive to productivity.
• Manages visitor and employee parking assignments, including special events.
• Coordinates with IT department to manage and maintain all office equipment. Maintains the office condition and arrange necessary repairs as needed.
• Promotes employee safety by maintaining stocked and accessible first aid kits. AED's are inspected regularly and in working order. Implement emergency preparedness by updating evacuation routes, assembly points, fire safety protocols and ensuring compliance with safety regulations.
• Fosters and supports a productive, healthy, and fun culture for both our in-person and remote employees by leading and planning volunteer events, conferences and company celebrations such as Employee Appreciation Week and Construction Inclusion Week.
• Tracks budget, procurement, and expenses for role related functions such as event planning, supplies or other related functions. Oversees contracts, negotiates pricing and ensures smooth service delivery.
• Represents the company in the utmost professional manner.

Qualifications

EXPERIENCE/EDUCATION

• 8 or more years of experience managing the operations of a 100 person office
• Experience in the Architecture, Engineering, or Construction industries preferred
• Or equivalent combination of education and experience
• Notary public or ability to become one preferred

KNOWLEDGE, SKILLS & ABILITIES

• Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, such as executives and their direct reports, as well as outside clients and vendors.
• Ability to adapt to changing priorities, manage conflicting demands, and deliver critical assignments on time and within budget
• Scheduling, time management and travel logistics skills
• Exceptional organizational skills to ensure regular deadlines are met and content is accurate.
• Must be Proficient Microsoft Office (Excel, Word, Power point, Outlook)

Salary to be determined by the education, experience, knowledge, skills, and abilities of the applicant, internal equity, and alignment with market data.    For Rhode Island (State in Tier 2) this ranges from $70,000-$96,000 plus benefits and retirement program.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.