Office Manager; Ventura

Earth Systems:
Your Trusted Partner in Geotechnical Excellence

With a rich history of providing a full spectrum of geotechnical, geology, environmental consulting, materials testing, and special inspection services since 1969, Earth Systems is deeply rooted within our communities. Our foundation is our people. We embrace our diverse staff of highly skilled professionals who have a wide range of backgrounds, experience, and talents. At each of our 10 offices throughout California, we foster a collaborative teamwork environment and empower our team with the freedom to steer their projects and career paths.

“At Earth Systems, office management is never boring. The teamwork involved within each office and with the other offices throughout California is very fulfilling. There is always something new to learn.” – Pam, Office Supervisor/Technical Assistant

Step into a position where your passion and expertise can thrive and see why our average employee tenure is over 11 years!

Earth Systems has an opening for an Office Manager for our Ventura office.

The Office Manager oversees daily operational, administrative, and support functions for a geotechnical engineering branch. This role ensures office efficiency, supports technical and project teams, supervises administrative staff, and coordinates closely with Corporate Services (Accounting, HR, IT, Marketing, Safety). The Office Manager plays a key role in maintaining organizational systems, managing workflows, and ensuring consistent adherence to corporate standards.

• High school diploma required.
• Associate’s degree and/or BA/BS in business administration, or education/experience equivalent preferred.
• 5+ years of office administration or office management experience.
• Minimum 3 years of experience managing staff required.
• Experience working in AEC industries or related field preferred.

• Excellent organizational skills, attention to detail, and ability to manage shifting priorities.
• Excellent written and verbal communication abilities.
• Proficiency in MS Office Suite, Adobe Acrobat and general office software. Familiarity with CRM systems (e.g., Cosential/Unanet) preferred.
• Ability to maintain high degree of professionalism, confidentiality, and strong adherence to the practice of business ethics.
• Ability to effectively work with all levels of employees and support a technical team.
• Ability to work in a fast‑paced environment.
• Strong customer service orientation.
• Typing speed of 60 w.p.m.; prior proofreading/editing experience a plus.

• Maintain office efficiency by planning, implementing, and improving office systems in coordination with the corporate office.
• Recommend process improvements to enhance workflow and administrative productivity.
• Supervise maintenance, layout, housekeeping, and alterations of office areas and equipment.
• Monitor office equipment performance; coordinate repairs with IT or outside vendors.
• Order, manage, and track office supplies through preferred vendors, including processing returns and ensuring proper accounting documentation.
• May provide shipping and receiving support to the Soils and Materials Testing Laboratory.
• Prepare intermediate-level documents, spreadsheets, inspection reports, and plan review letters in alignment with corporate standards.
• Produce, proofread, and edit technical and professional documents for staff.
• Process, prepare, and record business and project-related documents, including permit applications and reports.
• Maintain and archive project files, paper and digital, adhering to company file structure and naming conventions.
• Assist with preparation and maintenance of databases, registers, and presentations.
• Support reception duties, dispatch backup, and provide office coverage for other locations as needed.
• Support project setup, including contracts, budgets, and administrative documentation.
• Process accounts payable items, scheduling requests, project‑related expenses, and special payment requests.
• Obtain, organize, and file project drawings; assemble meeting minutes; assist with project closeout processes.
• Work with technical staff, senior management, and…