Office Manager

1 week ago

Miami, Florida, United States Building Drops Full time
Job DescriptionJob Description

Duties and Responsibilities: In this multifaceted role, you'll handle various responsibilities:

1. Project Reporting:

○ Provide accurate and detailed reports on project progress and timelines to the CFO or Finance Department.

○ Maintain confidentiality of records for both employees and customers

2. Record Keeping:

○ Ensure the protection and security of all files and records.

○ Keep filing systems up to date

3. Insurance Management:

○ Liaise with the insurance company to manage retention changes and renewal

○ Perform Yearly Insurance Audit

○ Maintaining physical and digital records of all Insurance Policies

○ Ensure payment of Insurance Premiums is done monthly

○ Handle any COI requests from Vendors/Customers

4. Office Operations:

○ The Office Manager will report to the Operations Manager to monitor office supply inventory, verify deliveries, and ensure functional office equipment

○ Manage organizational memberships and prepare for tradeshows

○ Acting as the point of contact for any office issues, such as the printer company, landlord, etc.

○ Pick up mail daily from the Mailbox and coordinate shipments

○ implement office policies and procedures

5. Accounting Support:

○ Assist with accounting and record-keeping tasks, including daily customer Invoices and maintaining accounts payable.

○ QuickBooks Efficiency to Advanced is required.

○ Working alongside the Operations Manager on any financial requests from customers

6. Engineering Oversight:

○ Tracking project progress to coincide with Invoicing

○ Collaborating with the Senior Project Manager before Florida Building Code deadlines to ensure payments from customers are received

7. Additional Duties:

○ Fulfill other requests from the President and/or the CFO.

○ Communicating with Subcontractors on project status as well as Invoicing

○ Oversee airline accounts and record travel points

○ May be involved in interviewing and training new Office employees.

Qualifications: To excel in this role, you should possess the following qualifications:

● Bachelor's Degree (BA) from a four-year college or university in Business

● 5-7 years of related experience in an office setting.

● General office administration, human resources, management, and supervision knowledge.

● Ability to maintain high accuracy in preparing and entering information for reports.

● Strong communication skills within a team-oriented environment.

● Effective decision-making, time-management, and problem-solving abilities, especially for sensitive matters.

● Proficiency in Microsoft Office (Outlook, Excel, etc.).

● Clear phone communication skills.

● Superior customer service orientation.

Company DescriptionBuilding Drops is a unique engineering consulting company. Our privately held entity is comprised of several diverse divisions, with a focus on the fenestration industry.

We use our extensive background in technology and automation, as well as our global approach, to enhance our customers' experience further.

Our expertise and integrated capabilities make us the preferred partner in the building industry, allowing us to provide any and all resources that our customers may require.Company DescriptionBuilding Drops is a unique engineering consulting company. Our privately held entity is comprised of several diverse divisions, with a focus on the fenestration industry.\r
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We use our extensive background in technology and automation, as well as our global approach, to enhance our customers' experience further.\r
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Our expertise and integrated capabilities make us the preferred partner in the building industry, allowing us to provide any and all resources that our customers may require.

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