Office Manager - Oklahoma , OK

About You

Are you highly organized with a passion for creating an efficient and well-functioning office environment? Do you have experience in office management, facilities coordination, or administrative support? If this sounds like you, then you should mull over a career with Mullins Mechanical.

The Office Manager plays a critical role in maintaining an organized, efficient, and well-functioning office environment. Reporting directly to the Operational Projects Manager, the individual is responsible for overseeing office maintenance, managing access control, maintaining office supplies, ensuring regulatory compliance for company licensing, and supporting office events.

Our commitment to excellence in safety, quality, customer service, and professionalism has earned us a top-notch reputation in the industry. Built on client relationships, our project teams are committed to providing services with integrity that will uphold our prestige within the industry. We realize that our greatest asset is our people. We offer competitive compensation and benefits packages that include medical, dental, vision, life, disability, paid holidays, paid vacation, and 401K.

• Coordinate HVAC repairs and preventive maintenance contracts.
• Oversee general facilities maintenance, including office renovations and furniture purchases/repairs.
• Manage fire extinguisher recertifications, fire alarm testing, and recertifications.
• Oversee janitorial service providers to ensure a clean and safe work environment.
• Act as the primary point of contact for all facility-related vendors and service providers.

• Maintain and assign office keys and manage facility access codes.
• Deactivate keys and alarm codes as needed.
• Serve as the primary point of contact for security company alarm calls.
• Ensure access and security policies are up to date and properly implemented.

• Maintain office, cleaning, and breakroom supplies to ensure a well-stocked environment.
• Order and manage company-branded items such as t-shirts and swag.
• Assist in preparing supplies for new employees, including setting up work spaces and ordering office nameplates.

• Research, apply for, and maintain company licenses across multiple states.
• Manage contractor licenses and Secretary of State (SOS) registrations.
• Coordinate with qualifying individuals to meet testing requirements, obtain study materials, and schedule exams.
• Track continuing education requirements and ensure timely completion for license renewals.
• Maintain an up-to-date license tracker with the status of active and in-progress licenses.

• Work with the event planner to help coordinate office events.
• Assist with meals, calendar invites, supplies, and decorations as needed.
• Ensure event logistics are well-organized to support a positive experience for employees.

• Perform additional responsibilities as required to support the office and business operations.

• Prior experience in office management, facilities coordination, or administrative support.
• Experience working with vendors and negotiating contracts is preferred.
• Demonstrated professionalism and adherence to company values.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Superior oral and written communication skills for effective collaboration.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other office management tools.
• Knowledge of licensing requirements and regulatory compliance is a plus.

Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list, #48 in the Nation and #5 in the Southeast among Firms in Mechanical. We’re proud to be one of the fastest growing privately held companies in America. We’re a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, fire protection, and metal fabrication.

Our projects are often in industrial and heavy commercial environments such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, data centers, and other large facilities.