Office Manager ( Bilingual

Nichols Contracting, Inc. (NCI) is a family-owned and operated Construction and Contracting business headquartered in Columbia, MD with offices in Venice, Royal Palm Beach, and Orange City, FL with a team of 170 employees. NCI is a full-service general contractor focused on providing premier services in all aspects of the construction process, from concept to completion. We manage a broad range of commercial construction projects, including new construction, tenant fit outs, and renovations.

NCI services a diverse group of markets including federal, state, and local governments, as well as a variety of corporate and special industry organizations that require complex life safety and critical infrastructure needs.

Nichols Contracting is seeking a full-time Office Manager to own the daily operations of our Columbia, Maryland headquarters. Reporting to the Director of Business Operations, this role is accountable for the facilities, vendors, budget, systems, and administrative workflows that keep the office running. The Office Manager is the connective tissue between our HQ staff, our field teams, our building management, and our office vendors.

The ideal candidate has a positive personality, strong customer service skills, sound independent judgment, and the ability to prioritize and follow through on a high volume of tasks in a fast-paced environment. Office Manager duties include but are not limited to:

• Oversees day-to-day operations of the Columbia office, including facilities, equipment, supplies, and workspace readiness
• Greets and directs all guests, screens and routes telephone calls
• Sorts and delivers all incoming mail and packages
• Maintains general & common areas [lobby, reception area, conference rooms, kitchen, and supply closets] - always keeping the office neat and presentable to clients and visitors
• Provides administrative support to team members as needed

• Serves as the primary point of contact for the physical workspace on maintenance, repairs, building services, access, HVAC, and liaises with building management as needed for tenants
• Manages janitorial and cleaning services and holds providers accountable to the agreed scope.
• Coordinates office layout changes, workstation moves, and relocation or fit-out activity, and oversees serviceability of shared equipment including printers, kitchen appliances, and AV systems
• Owns the inventory of office furnishings and IT equipment, tracking assignment, condition, and movement of assets between the headquarters office and project jobsites, including check-out, return, and redeployment at project close

• Owns office vendor relationships end to end, including sourcing, evaluating, and onboarding suppliers and negotiating terms, pricing, and service levels
• Monitors vendor performance against agreed service levels and resolves service issues promptly
• Maintains records of vendor contracts, renewal dates, and points of contact, and benchmarks suppliers periodically to recommend changes where better value or service is available

• Tracks and reports office administrative spend against budget
• Processes, codes, and submits office expenses in accordance with company accounting procedures
• Identifies and recommends cost-saving opportunities through supplier benchmarking and contract renegotiation
• Orders, manages, and maintains inventory records of office supplies (including IT, kitchen, and bathroom), apparel for office and field staff, and employee PPE

• Develops, documents, maintains, and enforces office and administrative standard operating procedures (SOPs), updating them as processes, systems, or vendors change
• Maintains organized digital filing systems for office and facilities records
• Identifies inefficiencies in administrative workflows and builds repeatable processes, checklists, and calendars so office operations continue uninterrupted during absences

• Provides a standing operations report to the Director of Business Operations covering facilities status, vendor performance, and open issues - spend against budget reviewed quarterly
• Escalates facilities, vendor, safety, or budget issues in a timely manner and compiles ad hoc reports and analysis as requested by leadership

• Serves as the office point of contact for workplace health and safety and maintains emergency procedures, evacuation plans, and posted safety information for the Columbia office
• Coordinates & executes evacuations, drills, and emergency communication in partnership with building management
• Maintains readiness of first aid supplies, fire extinguishers, and other emergency equipment.

• Coordinates & executes project & inter-office travel for staff, including flights, lodging, and ground transportation.
• Manages conference and training room scheduling and…