Senior Office Manager presso J Benton Construction

J. Benton Construction - Caribbean Construction Experts is more than a construction company. We're a team of builders that nurtures the needs of our clients while giving back to the Virgin Islands community where we live and work. Our goal is to be seen as one of the leading companies in the Caribbean by providing our clients with an unrelenting focus on customer service. We accomplish this by striving for excellence through continuous improvement and successfully completing projects without sacrificing quality. The project experience is just as significant to our team as the final product. We are proud to call the U.S. Virgin Islands our home.

Since 2019, J. Benton has been in a strategic partnership with Consigli Construction Co., Inc., one of the Northeast’s top general contractors, allowing both companies to leverage their shared experience, complementary strengths and resources for a best-in-class approach to wide variety of projects.

The Senior Office Manager is responsible for overseeing and coordinating all administrative and operational support functions that enable the smooth running of business activities. This role ensures efficiency across office operations, compliance with corporate policies, and the delivery of professional services that support teams, executives, and staff. The Senior Office Manager will lead the Office Manager and Sr. Administrative Assistant, fostering a culture of professionalism, accountability, and service excellence.

Operational Oversight

• Oversee all daily office functions, ensuring workflows are efficient and uninterrupted.
• Manage office space layout, seating arrangements, and facility maintenance to optimize productivity and safety.
• Maintain and update office systems, including records management, document storage, and technology tools.
• Assist in the coordination of short-term housing logistics for employees'/contractors/ visitors.
• Conduct routine inspections of housing units to confirm condition, cleanliness, and compliance with company requirements, addressing deficiencies promptly. 

Administrative & Staff Coordination

• Supervise office support staff, providing coaching, delegation, and performance evaluation. Establish clear goals, expectations, and performance standards for direct reports.
• Help to coordinate schedules at times; ensure efficient use of time and resources.
• Ensure oversite of the administrative area of the onboarding experience.
• Assist in developing and maintaining routines and office workflows that increase efficiency. Looking at processes. 
• Point of contact for people moving down to help acclimate them, answer questions, etc.

Data Tracking & Reporting

• Assist in developing and maintaining tracking systems, including spreadsheets and databases, to monitor housing, equipment, budgets, office resources and more.
• Regularly update and reconcile data for accuracy, ensuring leadership has access to the most current information.
• Generate reports and summaries from tracked data for review.

Process & Routine Development

• Design and implement standardized office and administrative processes for St Thomas.
• Identify inefficiencies in workflows and recommend improvements.
• Monitor and evaluate new processes, making adjustments as necessary to ensure long-term success as we scale.

Financial & Resource Management

• Develop, monitor, and manage the office budget; forecast supply needs and prepare cost reports for leadership.
• Review vendor invoices and expense claims for accuracy and approval. Spot check purchases.
• Identify cost-saving opportunities in procurement, vendor contracts, and operational processes.

Vendor & Contract Oversight

• Actively manage vendor relationships for cleaning and supplies, ensuring contracts are honored and service standards met.
• Negotiate contracts & service agreements under leadership direction.
• Inspect vendor performance regularly, ensuring quality standards are consistently met.

Compliance, Policy & Documentation Oversight

• Implement and monitor office policies as directed by leadership; enforce consistency across islands where it makes sense.
• Ensure compliance with workplace health, safety, and security protocols.
• Track and update assigned corporate documents (contracts, policies, agreements, licenses, permits, etc.), ensuring accuracy, completion, proper storage, and easy retrieval.
• Document incidents, policy breaches, or risks and report promptly to leadership.

Communication & Liaison

• Draft, distribute, and monitor internal communications when needed.
• Maintain open channels of communication with staff, escalating concerns or issues appropriately.
• Represent leadership in routine operational matters with vendors, partners, or clients when appropriate.
• Provide training on key topics, as assigned, such as storm preparedness for those who have relocated.

Strategic Support to Leadership

• Prepare reports, data summaries, and operational updates for review.
• Anticipate leadership needs.
• Serve as a confidential resource for sensitive matters relating to staff, policies, or company initiatives.
• Assist with special projects to be assigned.
• Other duties as assigned

Minimum Requirements

• A minimum of 3 years’ experience in a Managerial role
• A minimum of 5 years in a role supervising other employees
• B.S. or B.A. degree or significant progress towards degree, High School diploma required
• Strong analytical and problem-solving skills
• Strong understanding of inventory management, financial reporting, compliance, process design and vendor management

Additional Information:

• This is an in-office position located in St. Thomas with occasional overnight/weeklong travel to St. Croix, as needed. 

An Affirmative Action / Equal Opportunity Employer

J. Benton Construction provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.