Project Office Manager

About Zephyr Rail
Zephyr Rail is an engineering design and construction management firm based in Orange, CA. We specialize in providing comprehensive solutions in railroad design, construction management, and UAV solutions. We are proud to have earned Zweig Group’s recognition as a “Best Firms to Work For” for four consecutive years, demonstrating our commitment to our team and our industry.

Job Summary
This is a combined office management and project administration position, with primary responsibility for keeping an integrated project management/construction project office organized, well-equipped, and running smoothly. The Project Office Manager will oversee daily office operations, facilities, supplies, meeting logistics, and staff support, and assist the project management team with meeting minutes, correspondence, document control, tracking logs, and coordination with clients, contractors, and design consultants. We are seeking a hands-on, proactive professional who can independently manage competing priorities, anticipate team needs, and follow through on details in a fast-paced project environment.

Responsibilities
- Oversee day-to-day project office operations and maintain an organized, efficient, and professional work environment.
- Manage office supplies, equipment, furniture, and related purchases; maintain inventories, track orders and deliveries, and coordinate with vendors and service providers.
- Coordinate office space and facility needs, including workstations, conference rooms, maintenance, access, IT support requests, and office setup or changes.
- Arrange meeting logistics, calendars, conference rooms, virtual meeting connections, site visits, and project events.
- Support onboarding and offboarding of project personnel, including workspace preparation, access requests, equipment coordination, and orientation to office procedures.
- Serve as a primary administrative point of contact for office-related matters and coordinate as needed with project staff, clients, contractors, consultants, and service providers.
- Maintain office procedures, staff contact lists, records, shared files, distribution lists, and administrative trackers; identify opportunities to improve office workflows.
- Assist with routine administrative tracking, including timesheets, other direct cost (ODC) logs, expense records, invoices, office orders, and related reporting.
- Prepare meeting agendas and materials; attend meetings, draft and distribute clear, accurate minutes, and maintain and follow up on action-item logs.
- Prepare, format, and distribute project correspondence, memoranda, presentations, spreadsheets, and periodic status reports.
- Support document control staff with organizing, filing, logging, routing, distributing, retrieving, and archiving project documents in accordance with established procedures.
- Support the Office Engineer and project team in tracking correspondence, requests for information (RFIs), submittals, and other project deliverables; follow up with responsible team members on administrative status and deadlines.
- Coordinate routine communications and information requests among the project management team, client representatives, contractors, and designers, elevating technical or contractual matters to the appropriate personnel.
- Provide administrative support for project records, office operations, and other related duties as assigned.

Qualifications
Required
- At least 3 years of experience in office management, project administration, or administrative coordination; experience supporting engineering, construction, or infrastructure projects is desirable.
- Demonstrated ability to independently manage office operations, organize records, prioritize multiple requests, and meet deadlines.
- Strong written and verbal communication skills, including preparing professional meeting minutes, correspondence, and action-item logs.
- Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared electronic filing systems.
- Excellent attention to detail, discretion, responsiveness, and follow-through when coordinating with internal and external stakeholders.
- Ability to work onsite daily at the Los Angeles project office and travel locally for occasional work-related tasks as needed.
- Valid California Class C driver's license.
- Eligible to work in the United States.

Preferred
- Experience managing a project or field office for a construction management, engineering, or public infrastructure team.
- Familiarity with SharePoint, Procore, Unifier, Bluebeam, Adobe Acrobat, or other document management and collaboration systems.
- Experience supporting document control processes, purchase orders, timesheets, ODC tracking, and project administrative reporting.
- Experience coordinating with clients, contractors, designers, and multiple project stakeholders.

Salary Range: $35.00–$45.00/hourly

Benefits
Paid Medical, Dental, and Vision, 401(k) Plan (with company match), Paid Time Off (PTO), Paid Holidays, Disability Insurance, Educational Assistance and Licensure Support, Performance-based Bonuses, Service Awards.

How to Apply
We’re excited to hear from you! Feel free to apply directly on our careers page or learn more about the opportunities at www.zuirail.com/careers. If you don’t find exactly what you’re looking for, don’t hesitate to send your resume to [email protected]. We would be pleased to consider you as a potential new member of our passionate team!

At Zephyr Rail, we’re an equal opportunity employer dedicated to fostering diversity and inclusion.

Note to Recruiters and Job Placement Agencies
We do not accept unsolicited resumes or candidate profiles from recruiters or agencies. We will consider any unsolicited resumes we receive as our property and will process them accordingly. We will only consider direct applicants.