Manages daily project office operations, facilities, supplies, meetings, onboarding, records, and stakeholder coordination. Supports project administration through meeting minutes, correspondence, document control, tracking logs, invoices, timesheets, ODC records, RFIs, submittals, and status reporting. Coordinates with project staff, clients, contractors, consultants, vendors, and service providers while maintaining organized workflows and following up on deadlines. The role is onsite in Los Angeles with occasional local travel.
About Zephyr Rail
Zephyr Rail is an engineering design and construction management firm based in Orange, CA. We specialize in providing comprehensive solutions in railroad design, construction management, and UAV solutions. We are proud to have earned Zweig Group’s recognition as a “Best Firms to Work For” for four consecutive years, demonstrating our commitment to our team and our industry.
Job Summary
This is a combined office management and project administration position, with primary responsibility for keeping an integrated project management/construction project office organized, well-equipped, and running smoothly. The Project Office Manager will oversee daily office operations, facilities, supplies, meeting logistics, and staff support, and assist the project management team with meeting minutes, correspondence, document control, tracking logs, and coordination with clients, contractors, and design consultants. We are seeking a hands-on, proactive professional who can independently manage competing priorities, anticipate team needs, and follow through on details in a fast-paced project environment.
Responsibilities
Qualifications
Required
Preferred
Salary Range: $35.00–$45.00/hourly
Benefits
Paid Medical, Dental, and Vision, 401(k) Plan (with company match), Paid Time Off (PTO), Paid Holidays, Disability Insurance, Educational Assistance and Licensure Support, Performance-based Bonuses, Service Awards.
How to Apply
We’re excited to hear from you! Feel free to apply directly on our careers page or learn more about the opportunities at www.zuirail.com/careers. If you don’t find exactly what you’re looking for, don’t hesitate to send your resume to [email protected]. We would be pleased to consider you as a potential new member of our passionate team!
At Zephyr Rail, we’re an equal opportunity employer dedicated to fostering diversity and inclusion.
Note to Recruiters and Job Placement Agencies
We do not accept unsolicited resumes or candidate profiles from recruiters or agencies. We will consider any unsolicited resumes we receive as our property and will process them accordingly. We will only consider direct applicants.
Zephyr Rail is an engineering design and construction management firm based in Orange, CA. We specialize in providing comprehensive solutions in railroad design, construction management, and UAV solutions. We are proud to have earned Zweig Group’s recognition as a “Best Firms to Work For” for four consecutive years, demonstrating our commitment to our team and our industry.
Job Summary
This is a combined office management and project administration position, with primary responsibility for keeping an integrated project management/construction project office organized, well-equipped, and running smoothly. The Project Office Manager will oversee daily office operations, facilities, supplies, meeting logistics, and staff support, and assist the project management team with meeting minutes, correspondence, document control, tracking logs, and coordination with clients, contractors, and design consultants. We are seeking a hands-on, proactive professional who can independently manage competing priorities, anticipate team needs, and follow through on details in a fast-paced project environment.
Responsibilities
- Oversee day-to-day project office operations and maintain an organized, efficient, and professional work environment.
- Manage office supplies, equipment, furniture, and related purchases; maintain inventories, track orders and deliveries, and coordinate with vendors and service providers.
- Coordinate office space and facility needs, including workstations, conference rooms, maintenance, access, IT support requests, and office setup or changes.
- Arrange meeting logistics, calendars, conference rooms, virtual meeting connections, site visits, and project events.
- Support onboarding and offboarding of project personnel, including workspace preparation, access requests, equipment coordination, and orientation to office procedures.
- Serve as a primary administrative point of contact for office-related matters and coordinate as needed with project staff, clients, contractors, consultants, and service providers.
- Maintain office procedures, staff contact lists, records, shared files, distribution lists, and administrative trackers; identify opportunities to improve office workflows.
- Assist with routine administrative tracking, including timesheets, other direct cost (ODC) logs, expense records, invoices, office orders, and related reporting.
- Prepare meeting agendas and materials; attend meetings, draft and distribute clear, accurate minutes, and maintain and follow up on action-item logs.
- Prepare, format, and distribute project correspondence, memoranda, presentations, spreadsheets, and periodic status reports.
- Support document control staff with organizing, filing, logging, routing, distributing, retrieving, and archiving project documents in accordance with established procedures.
- Support the Office Engineer and project team in tracking correspondence, requests for information (RFIs), submittals, and other project deliverables; follow up with responsible team members on administrative status and deadlines.
- Coordinate routine communications and information requests among the project management team, client representatives, contractors, and designers, elevating technical or contractual matters to the appropriate personnel.
- Provide administrative support for project records, office operations, and other related duties as assigned.
Qualifications
Required
- At least 3 years of experience in office management, project administration, or administrative coordination; experience supporting engineering, construction, or infrastructure projects is desirable.
- Demonstrated ability to independently manage office operations, organize records, prioritize multiple requests, and meet deadlines.
- Strong written and verbal communication skills, including preparing professional meeting minutes, correspondence, and action-item logs.
- Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared electronic filing systems.
- Excellent attention to detail, discretion, responsiveness, and follow-through when coordinating with internal and external stakeholders.
- Ability to work onsite daily at the Los Angeles project office and travel locally for occasional work-related tasks as needed.
- Valid California Class C driver's license.
- Eligible to work in the United States.
Preferred
- Experience managing a project or field office for a construction management, engineering, or public infrastructure team.
- Familiarity with SharePoint, Procore, Unifier, Bluebeam, Adobe Acrobat, or other document management and collaboration systems.
- Experience supporting document control processes, purchase orders, timesheets, ODC tracking, and project administrative reporting.
- Experience coordinating with clients, contractors, designers, and multiple project stakeholders.
Salary Range: $35.00–$45.00/hourly
Benefits
Paid Medical, Dental, and Vision, 401(k) Plan (with company match), Paid Time Off (PTO), Paid Holidays, Disability Insurance, Educational Assistance and Licensure Support, Performance-based Bonuses, Service Awards.
How to Apply
We’re excited to hear from you! Feel free to apply directly on our careers page or learn more about the opportunities at www.zuirail.com/careers. If you don’t find exactly what you’re looking for, don’t hesitate to send your resume to [email protected]. We would be pleased to consider you as a potential new member of our passionate team!
At Zephyr Rail, we’re an equal opportunity employer dedicated to fostering diversity and inclusion.
Note to Recruiters and Job Placement Agencies
We do not accept unsolicited resumes or candidate profiles from recruiters or agencies. We will consider any unsolicited resumes we receive as our property and will process them accordingly. We will only consider direct applicants.
Similar Jobs
Music • Retail
Leads the national Project Management Office, overseeing project delivery, customer experience, staffing, margins, profitability, processes, and operational initiatives. Manages and develops project management teams, establishes project planning and reporting standards, ensures Q360 adoption, forecasts revenue, resolves operational issues, and collaborates with executives and finance to improve efficiency and financial performance. Requires strong project management, leadership, budgeting, and electronic security or audiovisual integration experience.
Top Skills:
Audiovisual Integration SystemsElectronic Security SystemsPlcsQ360Relay Logic
Energy • Utilities
Leads complex, cross-departmental procurement reform initiatives from strategy through implementation and continuous improvement. Responsibilities include business process redesign, policy reform, technology modernization, eProcurement implementation, systems requirements, data and performance management, change management, stakeholder coordination, governance, and staff supervision. The role focuses on improving government purchasing processes, supplier experiences, and operational effectiveness across San Francisco departments.
Top Skills:
Artificial IntelligenceEprocurement Systems
Fintech
Leads complex enterprise projects from planning through implementation, aligning executives, business owners, technical teams, and cross-functional stakeholders. Responsibilities include project scheduling, governance, risk and dependency management, change readiness, stakeholder communications, UAT coordination, benefits realization, and executive reporting. The role also mentors project teams, improves EPMO methodologies, supports transformation initiatives, and promotes consistent project management standards, analytics, compliance, and continuous improvement.
Top Skills:
Collaboration PlatformsData AnalyticsProject Management ToolsUser Acceptance Testing (Uat)
What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Snap, Netflix, SpaceX, Disney, Google
- Key Industries: Artificial intelligence, adtech, media, software, game development
- Funding Landscape: $11.6 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
