Project Office Manager

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.

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.

• 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.

• 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…