The posting
Office Manager
Location: Dallas, TX Department: Business Operations Reports To: Administrative Services Manager
Position Overview
The Office Manager is responsible for ensuring the Dallas office operates efficiently, professionally, and in alignment with company standards. This role serves as the primary on-site administrative resource for employees, visitors, and business partners while supporting facilities coordination, office operations, employee onboarding, office safety, event coordination, and administrative processes.
The Office Manager acts as the liaison between local operations teams and centralized service departments including Administrative Services, Human Resources, Information Technology, Safety, Finance, and Business Operations. The role helps create a positive employee experience while ensuring the office environment remains safe, organized, operationally ready, and supportive of business growth.
Key Accountabilities
Office Operations & Administrative Support
- Coordinate day-to-day office operations to maintain a professional, organized, and productive work environment.
- Serve as the primary point of contact for office-related questions, requests, and administrative support needs.
- Manage office procedures, records, documentation, and administrative workflows in accordance with company standards.
- Support office correspondence, communications, and local administrative initiatives.
- Assist with special projects and business operations initiatives as assigned.
Facilities & Workplace Management
- Coordinate facility maintenance, repairs, and vendor services to ensure office functionality and appearance.
- Manage relationships with building management, maintenance providers, security vendors, cleaning services, and other facility-related vendors.
- Submit and track facility service requests and follow through to resolution.
- Coordinate office moves, furniture installations, workspace changes, and office setup activities.
- Help maintain workplace standards related to cleanliness, appearance, safety, and employee experience.
- Monitor office space utilization and identify facility improvement opportunities.
Office Readiness & Asset Management
- Maintain adequate inventories of office supplies, breakroom supplies, furniture, and workplace resources.
- Coordinate ordering, receiving, and distribution of office-related materials and equipment.
- Assist with office asset tracking, workspace assignments, and administrative equipment management.
- Support company branding initiatives by maintaining office displays, signage, and workplace presentation standards.
Employee Experience & Office Support
- Support employee onboarding activities for new hires assigned to the Dallas office.
- Prepare workspaces and coordinate onboarding logistics with Human Resources and Information Technology.
- Assist with employee events, office celebrations, meetings, and engagement activities.
- Coordinate visitor management processes and ensure a welcoming experience for guests and business partners.
- Support employee communication and act as a local resource for administrative questions.
Safety, Security & Compliance
- Coordinate office access, security processes, badges, keys, and related administrative controls.
- Assist in maintaining office emergency information, evacuation plans, and workplace readiness requirements.
- Support office safety inspections and corrective action follow-up in partnership with Safety leadership.
- Help ensure compliance with company policies related to office operations and facility management.
- Maintain required office documentation, records, and administrative compliance files.
Meeting & Event Coordination
- Coordinate conference rooms, meeting logistics, catering, and visitor accommodations.
- Support local training events, leadership meetings, customer visits, and company functions.
- Assist with scheduling, setup, materials preparation, and event execution activities.
- Coordinate travel and lodging arrangements when needed to support office activities.
Technology Support & IT Coordination
- Serve as the primary on-site point of contact for centralized IT support for the Dallas office.
- Assist with basic technology setup and troubleshooting, including connecting equipment, replacing peripherals, checking physical connections, and supporting basic device or workstation setup.
- Coordinate with centralized IT or third-party providers when on-site assistance is needed to diagnose or resolve technology issues.
- Support technology needs associated with employee onboarding, offboarding, equipment replacements, and workstation moves.
- Assist with conference room and shared technology setup and troubleshoot basic issues as needed.
- Escalate technical issues requiring specialized expertise to the appropriate IT resource.
Cross-Functional Partnership
- Serve as the primary liaison between the Dallas office and centralized business support teams.
- Partner with Human Resources, Safety, IT, Accounting, Procurement, and Operations teams to resolve administrative issues and support business needs.
- Communicate office needs, facility concerns, and local requirements to appropriate stakeholders.
- Support rollout and adoption of company initiatives, processes, and workplace standards across the local office.
Qualifications
Required
- 3+ years of experience in office management, administrative services, facilities coordination, executive support, or a similar business operations role.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office 365 applications, including Outlook, Teams, Word, Excel, and SharePoint.
- Demonstrated ability to work independently and exercise sound judgment.
- Customer-service mindset with strong interpersonal skills.
- Ability to maintain confidentiality when handling sensitive employee and business information.
Preferred
- Experience supporting a construction, manufacturing, engineering, industrial, or field-service organization.
- Experience coordinating facilities, vendors, and office service providers.
- Experience supporting employee onboarding, office expansion activities, or multi-location operations.
- Experience with SharePoint, Workday, Monday.com, or similar business systems.
Success Measures
The Office Manager will be successful when:
- The Dallas office is consistently safe, organized, operationally ready, and professionally maintained.
- Employees receive responsive and effective administrative support.
- Facility issues and administrative requests are resolved promptly.
- Office vendors and service providers are effectively managed.
- Local office operations consistently align with company standards and expectations.
- Employees view the office as a productive, welcoming, and well-supported environment.
Join Us 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.
