Office Manager - Wilmington, DE

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them – people.

Jacobs is seeking an experienced and highly organized Office Manager to oversee daily office operations and ensure a productive, efficient, and positive work environment. This role involves managing administrative tasks, financial processes, staff coordination, and compliance. Also, the role focuses on championing company culture and charitable efforts and supports sustainability initiatives.

• Oversee day-to-day office operations.
• Maintain office supplies inventory and place orders as needed.
• Manage filing systems via SharePoint and MS Teams and ensure proper record‑keeping.
• Handle correspondence including emails, letters, and phone calls.
• Maintain orderliness and organization within the Administrative Building and other assigned office areas, including overseeing esthetic upkeep such as cleanliness, décor alignment with company standards, proper signage, layout consistency, and overall presentation to ensure a welcoming, professional environment.
• Maintain Visitor Sign‑in logs/spreadsheet and ensure accurate record‑keeping.
• Revise meeting reports and minutes for distribution.

• Monitor office expenses and assist with budgeting.
• Process invoices through company systems.
• Coordinate with accounting or finance teams for accurate reporting.
• Maintain facility equipment such as mats, janitorial supplies, uniform coordination and associated invoicing.

• Support HR functions by coordinating new‑hire onboarding, preparing and setting up workstations, and managing related logistical needs, including IT requirements and other requests as they arise.
• Maintain employee records and assist with scheduling.
• Manage PTO requests and maintain overall project calendar.
• Maintain logs of non‑exempt employee hours, track overtime approvals, and submit overtime for review by the Department Manager.

• Ensure office equipment (printers, computers, etc.) is maintained and serviced.
• Manage workspace allocation and ensure cleanliness, including maintaining all necessary supplies and equipment to support a productive, safe, and comfortable work environment.
• Maintain fleet documentation and inventory organization.

Act as a point of contact between staff and management.

Communicate company policies and updates to employees.

Liaise with external vendors, suppliers, and service providers.

Set up contractors in procurement systems (e.g., Ariba).

• Schedule and organize meetings, conferences, and office events.
• Prepare meeting agendas and take minutes.
• Arrange accommodations for staff when needed.
• Order and distribute snacks/coffee/other supplies to staff areas.

• Lead charitable efforts and community engagement activities.
• Serve as a Project Culture Champion to promote a positive work environment.
• Support the Project Sustainability Champion to support eco‑friendly practices.

Bring your team‑focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you – and deliver the world’s most challenging Operations Management projects, together.

• 3‑5 years of experience in office management or administrative roles.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office Suite and familiarity with office equipment.
• Basic knowledge of budgeting and financial…