[Hiring] Office Service Manager @RUBICON TECHNICAL SERVICES

Role Description

Rubicon Technical Services is seeking a Remote Office Service Manager to oversee day-to-day administrative and office service operations while providing effective support to management, employees, project teams, clients, and external partners. The Office Service Manager will serve as a central point of coordination for administrative services, office processes, documentation, scheduling, communications, vendor coordination, and operational support. The ideal candidate is highly organized, dependable, proactive, and comfortable managing multiple priorities in a remote work environment.

Key Responsibilities

• Manage daily remote office service and administrative operations.
• Coordinate calendars, meetings, appointments, virtual conferences, and internal events.
• Serve as a central point of contact for administrative requests from employees, managers, project teams, and external partners.
• Coordinate office-related vendors, service providers, and contractors as required.
• Maintain accurate administrative records, files, reports, and company documentation.
• Support onboarding and offboarding activities by coordinating administrative requirements and ensuring necessary documentation is completed.
• Assist management with scheduling, correspondence, presentations, reports, and other administrative needs.
• Monitor office service requests and ensure issues are assigned, followed up on, and resolved in a timely manner.
• Coordinate purchasing of office supplies, equipment, and other administrative resources.
• Maintain vendor information, service records, invoices, and related documentation.
• Assist with invoice processing, expense tracking, purchase orders, and administrative budgets.
• Develop and maintain administrative procedures that improve efficiency and consistency.
• Prepare recurring operational reports and management summaries.
• Coordinate communication between departments and ensure important information is distributed appropriately.
• Support project teams with document organization, meeting coordination, reporting, and administrative follow-up.
• Maintain confidentiality when handling employee, company, client, financial, and operational information.
• Assist with company meetings, training sessions, employee events, and virtual team activities.
• Identify administrative process improvements and recommend practical solutions to management.
• Ensure office service activities are completed in accordance with company policies and procedures.
• Perform other administrative and operational duties as assigned.

Responsibilities may include

• Remote office coordination
• Administrative workflow management
• Vendor and service-provider coordination
• Document and records management
• Meeting and calendar management
• Procurement and office supply coordination
• Invoice and expense administration
• Employee support services
• Internal communications
• Reporting and operational tracking
• Process improvement
• Administrative compliance

Qualifications

• 3+ years of experience in office management, administrative management, operations coordination, or a related position.
• Experience supporting managers, executives, project teams, or technical organizations.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines independently.
• Strong problem-solving and decision-making skills.
• Proficiency with Microsoft Office or Microsoft 365, including Word, Excel, Outlook, Teams, and PowerPoint.
• Experience with collaboration and project-management platforms.
• Ability to work effectively in a fully remote environment.
• Ability to maintain confidentiality and exercise sound professional judgment.

Preferred Qualifications

• Experience working within engineering, construction, technical services, data center, or other project-driven environments.
• Experience coordinating vendors and external service providers.
• Familiarity with project documentation and administrative controls.
• Experience with procurement, invoicing, expense tracking, or budget administration.
• Experience supporting distributed or multi-location teams.
• Associate's or bachelor's degree in Business Administration, Operations, Management, or a related field is preferred.

Core Competencies

• Leadership and accountability
• Organization and prioritization
• Communication
• Customer service
• Problem-solving
• Vendor management
• Administrative operations
• Attention to detail
• Confidentiality
• Process improvement
• Team collaboration
• Remote-work proficiency

Work Environment

This is a fully remote position supporting Rubicon Technical Services' administrative and operational activities across the United States. The successful candidate must have a reliable internet connection, a professional remote workspace, and the ability to communicate effectively with team members, clients, vendors, and management through digital collaboration platforms. Occasional travel for company meetings, training, or business activities may be required.

Benefits

• Competitive salary
• Medical, dental, and vision insurance
• 401(k) retirement plan with employer match
• Paid time off
• Company holidays
• Professional development and training opportunities
• Remote work flexibility
• Collaborative team environment
• Opportunities for career growth

Equal Opportunity

Rubicon Technical Services is committed to providing an inclusive and professional workplace. Employment decisions are based on qualifications, experience, business needs, and other lawful considerations.