About the Role
The Office Manager oversees administrative operations, scheduling, office communication, invoicing support, and company organization.
Requirements
Phone Management
Coordinate the procurement and maintenance of office phones, ensuring all employees have the necessary equipment.
Manage phone schedules for conference rooms, ensuring availability and proper usage.
Handle troubleshooting and technical support for phone-related issues.
Scheduling
Organize and maintain calendars for team members, ensuring that all appointments, meetings, and deadlines are clearly communicated.
Coordinate scheduling for internal and external meetings, including sending invitations and reminders.
Manage travel arrangements for team members, including booking flights, accommodations, and transportation.
Office Supplies Management
Monitor inventory levels of office supplies and reorder items as necessary to prevent shortages.
Negotiate with suppliers to obtain the best prices and terms for office supplies.
Implement an efficient system for tracking and distributing office supplies to staff.
Support for HR, Accounting, and Project Managers
Assist HR with onboarding processes, including preparation of new hire documentation and orientation schedules.
Provide administrative support to the accounting team, including invoice processing and expense tracking.
Collaborate with project managers to ensure project timelines and resources are accurately tracked and reported.
Preparation of Meeting Notes, Memos, and Reports
Take detailed notes during meetings, highlighting key discussions, decisions, and action items.
Draft and distribute memos to communicate important information to staff.
Compile and format reports for management review, ensuring accuracy and clarity in data presentation.
Maintenance of Filing Systems
Develop and implement a structured filing system for both digital and physical documents to enhance accessibility and organization.
Regularly audit filing systems to ensure compliance with company policies and legal requirements.
Train staff on proper filing and documentation practices to maintain consistency across the organization.
Oversight of Office Operations and Vendors
Manage daily office operations, ensuring a productive and efficient work environment for all employees.
Oversee relationships with vendors, including cleaning services, maintenance, and IT support, ensuring quality service and timely responses.
Evaluate vendor performance regularly and negotiate contracts to ensure the best value for the organization.
About the Company
White Fox Industries is a multi-industry construction and general contracting company dedicated to delivering high-quality, reliable, and innovative solutions for residential, commercial, and nonprofit sectors. Built on craftsmanship, integrity, and community leadership, we stand as a trusted partner for clients seeking excellence from concept to completion.
With experience spanning construction, finish carpentry, commercial build-outs, facility improvements, residential renovations, logistics, and workforce development, White Fox Industries brings a rare combination of skill, versatility, and efficiency to every project. Our team is committed to ensuring each project is executed with precision, safety, and professionalism.
We serve homeowners, businesses, developers, and community organizations looking for dependable contracting services with transparent communication, consistent quality, and a client-first mindset. From small upgrades to large-scale builds, our goal is simple: deliver durable results that stand the test of time.
At White Fox Industries, we believe in creating opportunities while building structures — offering apprenticeship pathways, working with returning citizens, and supporting workforce development programs throughout the region. We don’t just build projects; we build people, communities, and long-lasting partnerships.
Quality workmanship. Industry versatility. Community commitment.
That’s the White Fox Standard.