Office Manager

Forbes Bros. Group of Companies delivers transmission, distribution, substation, and related power infrastructure projects across Canada and the United States.

Our work spans field construction, project delivery, operations, and corporate support in an environment where safety, execution, and reliability matter.

POSITION SUMMARY

The Office Manager will serve as the face of our onsite operations. In this central role, you will manage daily administrative functions and act as the primary point of contact for all inquiries. To be successful in the role you need a keen eye for detail, exceptional organizational mastery, and a relentless focus on operational efficiency.

CORE RESPONSIBILITIES

Safety & Compliance

Emulates Forbes Bros core value of 'WE WORK SAFE' in all daily tasks

Handle confidential information with discretion

Comply with internal policies and procedures

Leadership & Office Operations

Oversee day-to-day office operations for three regional locations, providing leadership, guidance, and support to onsite administrative teams.

Lead, coach, and develop a team of Office Administrators to deliver consistent, high-quality operational support.

Manage daily administrative operations, including office upkeep, handling mail and deliveries, and liaising with property management as required.

Schedule and prepare meeting rooms, maintaining the meeting room calendar.

Support field employees with PPE requests, apprenticeship documents and IT requests upon Project Manager approval.

Facilitate employee onboarding processes, coordinating new hire documentation, training requirements, equipment, and operational readiness.

Coordinate the receipt, staging, inventory tracking, packaging, and drop-shipment of IT equipment to employees and locations across U.S. operations, ensuring accurate asset documentation and timely delivery.

Compliance & Contractor Administration

Obtain and manage permits for construction activities.

Maintain records for licenses, certifications, and compliance documentation.

Manage contractor compliance by ensuring subcontractors maintain required insurance coverage, certifications, and company-mandated documentation.

Maintain and manage office and field commodities, supplies, and resources to ensure facilities and operations teams have the materials needed to support daily business activities.

Project & Financial Administration

Manage job setup and maintenance within company systems, ensuring accurate project information, customer requirements, billing details, and timely invoicing.

Support payroll administration by reviewing and processing through timesheet review, discrepancy resolution and payroll coordination.

Scan & upload employee or project documents, including timesheets, invoices and all vehicle and Fuel Card sign-outs to the specified shared Drive

Maintain various tracking documents for projects, crews & reporting purposes

ESSENTIAL REQUIREMENTS

Education & Experience

High School Diploma or GED.

Minimum 5 years of experience as an Office Administrator in the construction industry or a similar environment.

Minimum 2 years of experience providing team leadership, supervision, or coordination.

Demonstrated ability to lead, support, and motivate a team while maintaining a positive and productive work environment.

Bachelor's degree in Business, Management, or a related field preferred.

Skills & Abilities

Strong computer skills and experience having worked with multiple platforms including MS Office, Excel, MS Project

Ability to identify problems/issues and generate solutions

Strong verbal and written communication skills with a high degree of accuracy and attention to detail

Excellent interpersonal skills: ability to communicate and interact effectively with all levels of management, employees and clients

Forbes Bros. Group of Companies and its affiliated entities are committed to providing a respectful and accessible recruitment process.

Employment is subject to the requirements of the applicable role, location, project, and employing entity. Depending on the position, this may include verification of work authorization, background screening, driver abstract, drug and alcohol screening, credential verification, client/site access requirements, and other pre-employment conditions permitted by applicable law.

Applicants who require accommodation during the recruitment process are encouraged to contact the recruitment team.