Office Manager

Jacobs Engineering Atlanta , GA 30301

Posted 2 weeks ago

The Buildings & Infrastructure Line ofBusiness is a global network of employees, which serves both the private andpublic sector. Our employees work to shape the communities we livein by creating world-class projects that transform the future development patternsof those communities. We provide our clients award-winning planning,engineering, architectural and interior design, construction and programmanagement, and design-build project delivery. The Jacobs business modelallows us to successfully service our clients, leverage our integratedservices, and provide our employees with growth opportunities while deliveringglobal solutions to our client's local programs.

We consistently receive high rankings from

Engineering News-Record (ENR) in many classifications, including the categoriesof Top Design Firms, Top Contractors, Top Green Buildings Design Firms, and TopTransportation Companies.

As a global leader of Program Management and Construction Management (PM/CM) services with projects ranging from $1 million to programs that cost up to $10 billion, we deliver award winning total Design and/or Construction Management projects for public and private sector clients. From the pre-construction phase, through complete erection of the project, to the post-construction and commissioning, we function as an extension of our clients' goals and aspirations. Project sector and types include: Aviation, Emergency Operations & Data Centers, Healthcare, both Higher Education and K-12, Hospitality & Entertainment, Correctional & Rehabilitation Facilities, and Research & Development Facilities.

We seek a dynamic high energy professional who is a team player, has good working knowledge of Excel, Word, Adobe Acrobat, some Power Point; ability to think on your feet and be flexible, good communications and organizational skills and ability to multi-task while working within a team environment.

Position summary

The Office Manager supports the members of the FCS Capital Improvements Program (CIP) team. The members of the FCS CIP team include the Design Management group, the Program/Project Controls group, the Construction Management Group, the Program Deputy Director, and the Program Director. In general, the Office Manager will perform general office administration activities and will assist in the gathering of key information related to projects within the program. This position will report directly to the Program Controls Manager.

Specific duties of the Office Manager are as follows:
1.Perform various office administration duties. Duties typically include:

  • Making copies

  • Distribution of office mail and other documents

  • Distribution of daily Prolog reports (invoices, PCOs, contract approvals).

  • Filing (both electronic and hardcopy versions) of various documents.

  • General orderliness of FCS CIP team area at the Administration building.

  • Provide needed software access to vendors.

  • Transmit information to various parties.
    2.Make goods receipts for vendor payments in SAP, provide accounting necessary back up for invoices while maintaining a file copy, and update check information in Prolog.
    3.Enter User Requests and Associated Potential Change Orders in Prolog. Working with appropriate school administration for approvals of User Requests if necessary. Change status of User Requests and/or linked PCOs as approvals are made.
    4.Provide support for monthly report to FCS which may include running reports, assembling multiple electronic documents, obtaining needed documentation, transmitting reports, and other similar tasks.
    5.Enter Change Directives in Prolog and provide reporting as necessary.
    6.Maintain list of contract award dates, substantial completion dates, general contractors, and project architects for projects within the FCS Capital Improvements Program.
    7.Obtain copies of the certificates of occupancy (if applicable) for projects in FCS Capital Improvements Program. Maintain list of certificates that have been received as well as the date of receipt.
    8.Maintain copies of substantial completion dates (if applicable) for projects in FCS Capital Improvements Program. Maintain list of certificates that have been received as well as the date of receipt.
    9.Maintain contact list for all consultants and contractors associated with the FCS Capital Improvements Program.

  1. Maintain contact list of municipal officials and fire marshals associated with the FCS Capital Improvements Program.
  2. Assist in the development of letters transmitted to external FCS stakeholders and contractors.

Maintain templates of standard letters.

Issue completed letters using U.S. Mail and/or electronic mail.
12. Maintain tracking log for:

  • Improvement recommendations for architect/consultant contracts

  • Improvement recommendations for construction contracts

  • Improvement recommendations for FCS CIP department

  • Value-added activities performed by Jacobs

  1. Maintain record of items and a log of items presented to FCS Board on behalf of the FCS Capital Improvements Program (CIP) team.
  2. Develop and maintain list of action items from recurring FCS CIP meetings. Assist Program Director in follow up activities associated with the action items.
  3. Serve as an administrator for CxAlloy. Support the CIP team by configuring new projects and adding new users to each project.
  4. Manage IT equipment (e.g. laptops, iPads, peripherals, etc) assigned to the FCS CIP team. Work with FCS IT to dispose of non-working equipment and to request new equipment for the FCS CIP team.
  5. Maintain list of project staffing and distribute as needed.
  6. Create and maintain a new employee packet that would include necessary information for a new team member. This could include copy of Jacobs contract with FCS, copy of contractors contract, copy of AE agreements, professional service agreement log, copy of AE agreement, project staffing list, project contact list, etc..
  7. Schedule meetings for FCS CIP team members as requested. Reserve conference rooms to support these meetings as necessary.
  8. Support the management of office supplies for the FCS CIP team. Work with FCS CIP team to identify needed office supplies and forward those requests to the correct FCS personnel. Order business cards as needed.
  9. Coordinate the display of student artwork in the FCS CIP team area. Each semester, contact the school (as selected by the Program Director) to obtain artwork for display in the office area. Coordinate the return of the artwork to the school at the conclusion of each semester.
  10. Escort visitors within the Administration building who arrive to visit FCS CIP team members.
  11. Perform other duties as requested by the FCS CIP team.


  • 4-7 years of experience, Bachelor's Degree preferred OR specialized training or education may be substituted for part of the experience

  • Requires previous experience managing an administrative office support staff

  • Excellent PC skills using a variety of software products (MS Office Suite, database skills) as well as strong administrative and business operations knowledge

At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.

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Office Manager

Jacobs Engineering