Office Service Manager

REMOTE OFFICE SERVICE MANAGER
Company: Rubicon Technical Services
Position: Office Service Manager
RemoteLocation: United States
Employment Type: Full-Time

About Rubicon Technical Services
Rubicon Technical Services provides engineering technical commissioning project management and operational support services for complex and mission-critical environments.
Our teams support clients across technically demanding industries including data centers semiconductor pharmaceutical medical device automotive and other critical infrastructure projects.
At Rubicon Technical Services we value professionalism accountability teamwork and operational excellence. We are committed to providing our employees with an environment where they can contribute develop their skills and support successful project and business outcomes.

About the Role
Rubicon Technical Services is seeking a Remote Office Service Manager to oversee day-to-day administrative and office service operations while providing effective support to management employees project teams clients and external partners.
The Office Service Manager will serve as a central point of coordination for administrative services office processes documentation scheduling communications vendor coordination and operational support.
The ideal candidate is highly organized dependable proactive and comfortable managing multiple priorities in a remote work environment.

Key Responsibilities
Manage daily remote office service and administrative operations.
Coordinate calendars meetings appointments virtual conferences and internal events.
Serve as a central point of contact for administrative requests from employees managers project teams and external partners.
Coordinate office-related vendors service providers and contractors as required.
Maintain accurate administrative records files reports and company documentation.
Support onboarding and offboarding activities by coordinating administrative requirements and ensuring necessary documentation is completed.
Assist management with scheduling correspondence presentations reports and other administrative needs.
Monitor office service requests and ensure issues are assigned followed up on and resolved in a timely manner.
Coordinate purchasing of office supplies equipment and other administrative resources.
Maintain vendor information service records invoices and related documentation.
Assist with invoice processing expense tracking purchase orders and administrative budgets.
Develop and maintain administrative procedures that improve efficiency and consistency.
Prepare recurring operational reports and management summaries.
Coordinate communication between departments and ensure important information is distributed appropriately.
Support project teams with document organization meeting coordination reporting and administrative follow-up.
Maintain confidentiality when handling employee company client financial and operational information.
Assist with company meetings training sessions employee events and virtual team activities.
Identify administrative process improvements and recommend practical solutions to management.
Ensure office service activities are completed in accordance with company policies and procedures.
Perform other administrative and operational duties as assigned.


Responsibilities may include:
Remote office coordination
Administrative workflow management
Vendor and service-provider coordination
Document and records management
Meeting and calendar management
Procurement and office supply coordination
Invoice and expense administration
Employee support services
Internal communications
Reporting and operational tracking
Process improvement
Administrative compliance

Required Qualifications
3 years of experience in office management administrative management operations coordination or a related position.
Experience supporting managers executives project teams or technical organizations.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Strong attention to detail and follow-through.
Ability to manage multiple priorities and deadlines independently.
Strong problem-solving and decision-making skills.
Proficiency with Microsoft Office or Microsoft 365 including Word Excel Outlook Teams and PowerPoint.
Experience with collaboration and project-management platforms.
Ability to work effectively in a fully remote environment.
Ability to maintain confidentiality and exercise sound professional judgment.

Preferred Qualifications
Experience working within engineering construction technical services data center or other project-driven environments.
Experience coordinating vendors and external service providers.
Familiarity with project documentation and administrative controls.
Experience with procurement invoicing expense tracking or budget administration.
Experience supporting distributed or multi-location teams.
Associates or bachelors degree in Business Administration Operations Management or a related field is preferred.

Core Competencies
Leadership and accountability
Organization and prioritization
Communication
Customer service
Problem-solving
Vendor management
Administrative operations
Attention to detail
Confidentiality
Process improvement
Team collaboration
Remote-work proficiency

Work Environment
This is a fully remote position supporting Rubicon Technical Services administrative and operational activities across the United States.
The successful candidate must have a reliable internet connection a professional remote workspace and the ability to communicate effectively with team members clients vendors and management through digital collaboration platforms.
Occasional travel for company meetings training or business activities may be required.

Benefits
Competitive salary
Medical dental and vision insurance
401(k) retirement plan with employer match
Paid time off
Company holidays
Professional development and training opportunities
Remote work flexibility
Collaborative team environment
Opportunities for career growth

Equal Opportunity
Rubicon Technical Services is committed to providing an inclusive and professional workplace. Employment decisions are based on qualifications experience business needs and other lawful considerations.
Join Rubicon Technical Services and help build efficient organized and reliable operations that enable our technical and project teams to deliver exceptional results.