Office Manager

People Operations Manager

We are seeking a proactive, organized, and detail-oriented People Operations Manager to oversee daily office administration and human resources functions. This role is critical in maintaining an efficient, engaging, and compliant workplace while supporting employees and leadership in a fast-paced, multi-disciplinary environment. The ideal candidate will be a strong collaborator with experience in office operations, HR processes, and employee engagement.

• Supervise administrative staff, including interns and assistants.

• Coordinate the creation of marketing materials such as brochures, promotional items, and event displays.

• Oversee the administration of employee benefits, including medical, dental, and supplemental insurance.

• Plan and coordinate company events, meetings, and employee engagement activities.

• Process lien releases and maintain client record-keeping/reporting systems.

• Review and approve vendor invoices and manage credit card statement reconciliation.

• Obtain and negotiate quotes for office-related purchases (e.g., copiers, supplies, services).

• Track and renew business licenses, insurance applications, and audits as needed.

• Serve as the primary contact for property management and office vendors to resolve facility-related issues.

• Provide basic IT troubleshooting for staff, including OneDrive access, email issues, and printer/software troubleshooting.

• Ensure compliance with operational policies and procedures, including timekeeping and employee records management.

• Support leadership in the coordination of daily operational meetings.

• Handle additional administrative projects and responsibilities as needed.

• Implement and update company policies and procedures to align with business growth and compliance requirements.

• Maintain and update the Employee Handbook, ensuring compliance with federal and state labor laws.

• Manage the full employee lifecycle, including recruiting, onboarding, performance management, and offboarding.

• Track and administer employee benefits, including PTO, open enrollment, and wellness initiatives.

• Coordinate employee training and compliance programs, such as sexual harassment prevention, OSHA safety, and CPR/AED certification.

• Assist with performance evaluations, promotions, terminations, and workforce planning.

• Support leadership in defining job descriptions and establishing efficient workflows.

• Manage workers' compensation claims and other employee relations matters.

• Organize and execute employee appreciation events, including holiday celebrations and team-building activities.

• Process employee time off requests and ensure accurate record-keeping.

• Provide HR support for satellite office operations as needed.

• Minimum of 5 years of experience in a supervisory or management role.

• Strong problem-solving and analytical skills with experience managing multiple priorities.

• Excellent written and verbal communication skills with a customer service mindset.

• Ability to handle confidential matters with discretion and professionalism.

• Highly organized, detail-oriented, and proactive in a dynamic work environment.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with HR and timekeeping software (e.g., Deltek or similar systems).

• Industry experience in architectural, engineering, or construction environments is a plus.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Vaco LLC and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco's HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.