Office Manager Job Posting 7-7-26

Office Manager & Operations Coordinator
Chatelain Engineering | Central Florida
Full-Time | On-Site
Salary: $50,000 – $60,000 + Performance Bonus

About Chatelain Engineering
Chatelain Engineering is a growing civil engineering firm dedicated to delivering exceptional
service while fostering a culture of accountability, transparency, and continuous
improvement. We utilize the Great Game of Business (GGOB) open-book management
philosophy, empowering team members to understand and contribute to the firm’s
success.

We are seeking a highly organized and proactive OƯice Manager to oversee daily
administrative operations, financial administration, proposal coordination, human
resources support, marketing execution, and oƯice management functions. This position
plays a vital role in ensuring our systems, processes, and team members are supported
and positioned for success.

Position Summary
The Office Manager supports the daily operations of Chatelain Engineering by managing
accounting, proposals, HR coordination, marketing activities, and administrative support
for engineering staff. This role ensures the firm’s systems and workflows are executed
consistently, including onboarding, training, financial controls, and proposal management.

Key Responsibilities
Communication & Front OƯice
• Answer incoming phone calls and monitor the company email inbox.
• Serve as the first point of contact for client and vendor inquiries.
• Provide professional communication and customer service.
Accounting & Financial Administration
• Enter expenses and maintain financial records.
• Send invoices and manage accounts receivable.
• Review employee timesheets and payroll information for accuracy.
• Perform monthly account reconciliations.
• Assist with year-end tax preparation activities.
• Maintain organized financial documentation.

Proposal Coordination
• Draft and prepare engineering proposals in coordination with Project Managers.
• Send proposals and track status within CRM and project management systems.

Project Coordination
• Coordinate grading plan projects with draftsmen and project managers.
• Manage project management software to support on-time delivery.
• Serve as a primary point of contact for grading plan clients.
• Monitor project workflow and help resolve bottlenecks.

Human Resources Support
• Manage job postings on LinkedIn, Indeed, Handshake, and company platforms.
• Prescreen candidates and coordinate interviews.
• Coordinate career fair participation and recruiting eƯorts.
• Assist with onboarding activities and employee training programs.
• Support administration of retirement, HRA, and benefits programs.
• Assist with performance review scheduling and documentation.
Marketing & Brand Management
• Manage company LinkedIn content, branding initiatives, and online reviews.
• Coordinate website updates with marketing vendors.
• Execute marketing calendars and maintain brand consistency.

Administrative Support
• Prepare permit applications and project documentation.
• Maintain templates, records, and document control systems.
• Support engineering staff with administrative and project-related tasks.

Qualifications Required
• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience in oƯice administration, accounting, bookkeeping, HR support, or
business operations.
• Proficiency with Microsoft Office Suite.
• Experience with accounting software such as QuickBooks.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
Preferred
• Experience with Deltek Ajera preferred but not required. We are willing to train the
right candidate with strong accounting, bookkeeping, and administrative
experience.
• Experience in engineering, construction, architecture, or professional services
firms.
• Experience with CRM and project management software.

What Makes You Successful
• Highly organized and detail-oriented.
• Able to manage multiple priorities simultaneously.
• Strong customer service mindset.
• Comfortable working independently and taking initiative.
• Professional, dependable, and adaptable.
• Passion for helping a growing business succeed.

Compensation & Benefits
Salary: $50,000 – $60,000 annually, based on qualifications and experience.

Performance Bonus
Eligible for an annual performance bonus based on company performance and individual
contributions.
• Bonus program tied to company EBITDA performance and gross margin targets.
• Bonus determinations consider overall performance, contribution to firm success,
and company financial results.
• Bonuses are discretionary and reviewed annually.
• Program is being developed through the Great Game of Business (GGOB) openbook management model.

Health Reimbursement Arrangement (HRA)
• $400/month HRA benefit
• Additional $200/month per dependent
• Reimbursement for eligible health insurance premiums and qualified medical
expenses.
• Requires proof of coverage and eligible expenses.
• Subject to formal HRA plan documents and applicable regulations.

Paid Time Off
• 80 hours (2 weeks) of PTO annually
• Available upon hire
• Time oƯ should be scheduled with reasonable advance notice
• Unused PTO does not carry over and is forfeited at year-end

Paid Holidays
• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve
• Christmas Day

Retirement Benefits
• IRA Retirement Plan with employer match of up to 3% of salary
• Available following the 90-day orientation period
Career Growth
• Annual performance-based salary reviews
• Professional development opportunities
• Opportunity to grow with a rapidly expanding engineering firm

Apply Today – Send Resume to greg@chatelainengineering.com
If you are a motivated professional who enjoys wearing multiple hats, supporting a growing
team, and helping create eƯicient business systems, we’d love to hear from you.
Join Chatelain Engineering and help build the foundation for our continued growth and
success