Office Manager

3 weeks ago

Chicago, United States Stuart Dean Company Full time

Job Summary

As an Office Manager, you will play a crucial role in overseeing and managing the daily operations of our Chicago office. You will be responsible for providing leadership and guidance to the office staff, coordinating administrative activities, and ensuring efficient and smooth operations. Additionally, you will be responsible for various financial tasks. Your strong organizational skills, attention to detail, and ability to handle multiple tasks will be essential in this role.


Responsibilities

  • Manage and prioritize incoming communication, including emails, phone calls, and mail, and distribute to individuals when necessary.
  • Support the needs of all office staff, including providing guidance, support, and training as needed.
  • Utilize office machines, such as photocopiers and scanners, and fax machines to maintain or send paperwork.
  • Develop and implement office policies and procedures to enhance efficiency and productivity.
  • Monitor and manage office supplies, inventory, and equipment, ensuring proper maintenance and availability.
  • Support HR functions, such as assisting with onboarding new employees, new hire orientations and maintaining personnel records.
  • Maintain a safe and secure working environment, adhering to health and safety regulations.
  • Manage accruals and invoice processing for contract work, ensuring accuracy and timeliness.
  • Manage billing collections and accounts payable activities, ensuring prompt payment and adherence to financial policies.
  • Review contracts to identify important details related to retention, invoicing, and other relevant factors.
  • Reconcile financial records to ensure accurate billing and resolve any discrepancies or issues.
  • Oversee contract management processes, including tracking contract expiration dates and renewals.
  • Collaborate with the finance department to ensure accurate financial reporting and analysis.
  • Update relevant information in Salesforce or other CRM systems.
  • Handle payroll activities for office salary personnel, ensuring accurate and timely payment, resolving or escalating issues when needed.
  • Track and verify hours worked for workers' compensation and insurance purposes, possess or develop an understanding of CCIPs (Contractor Controlled Insurance Programs) and/or OCIPs (Owners Controlled Insurance Programs).
  • Ensure that payment requisitions and AIA forms are properly filled out, reviewed, and processed.
  • Review and verify maintenance billing, ensuring proper billing practices and retention (holding back payment until the job is completed) are followed.
  • Maintain billing spreadsheets and track progress on construction jobs, ensuring accurate and timely billing.
  • Collaborate with HR and finance departments to ensure compliance with payroll policies and regulations.
  • Assist senior management in preparing reports, presentations, and correspondence.
  • Other duties and responsibilities as assigned


Skills & Experience

  • High School Diploma required, Bachelor's degree preferred (or equivalent work experience).
  • 5 to 7 years of experience as an Office Manager or experience in a similar administrative role, with a focus on financial management.
  • Prior experience with basic office accounting processes, human resources processes and transactions, data entry, administrative support, and report creation.
  • Proficient in Microsoft Office including Outlook, Word, Excel, and PowerPoint.
  • Experienced in reviewing, editing, and preparing letters, creating basic reports, and basic billing/invoicing documentation.
  • Experience with Operations, or working with an Operations team is preferred.
  • Experience with construction industry practices, including AIA forms, payment requisitions, and maintenance billing.
  • Knowledge of workers' compensation and insurance tracking in the construction industry (e.g., OCIP, CCIP).
  • Strong organizational and multitasking abilities, with excellent time management skills.
  • Exceptional attention to detail and accuracy.
  • Proficiency in financial management software and tools.
  • Knowledge of contract management principles and best practices.
  • Familiarity with payroll processing and related regulations.
  • Excellent written and verbal communication skills.
  • Leadership and team management skills, with the ability to motivate and mentor staff.
  • Bi-lingual English/Spanish preferred.

  • Director of Project Management

    1 week ago

    Chicago, United States Office Revolution Full time

    The Director of Project Management at Office Revolution drives the strategic direction and growth of the Project Management Department within the Professional Services division. This leadership role is critical in developing a scalable and repeatable project management framework that will support our continued expansion into new markets. In addition to...

  • Office Manager

    2 weeks ago

    Chicago, United States Synergy Interactive Full time

    Office ManagerWe are seeking an organized and personable Office Manager to oversee day-to-day office operations and create a welcoming environment for both visitors and staff. The ideal candidate will have excellent multitasking skills, attention to detail, and the ability to proactively handle office needs.Responsibilities:Greet and assist visitors in a...

  • Office Manager

    1 week ago

    Chicago, United States SuperFile Full time

    At SuperFile, we thrive in a dynamic, fast-paced environment, driving innovation and delivering super digital solutions. Our team is diverse, inclusive, and dedicated to excellence. We encourage collaboration and value the unique perspectives each team member brings to the table.About the Role: We are looking for a reliable, observant, and proactive...

  • Office Manager

    5 days ago

    chicago, United States SuperFile Full time

    At SuperFile, we thrive in a dynamic, fast-paced environment, driving innovation and delivering super digital solutions. Our team is diverse, inclusive, and dedicated to excellence. We encourage collaboration and value the unique perspectives each team member brings to the table.About the Role: We are looking for a reliable, observant, and proactive...

  • Office Manager

    1 week ago

    chicago, United States SuperFile Full time

    At SuperFile, we thrive in a dynamic, fast-paced environment, driving innovation and delivering super digital solutions. Our team is diverse, inclusive, and dedicated to excellence. We encourage collaboration and value the unique perspectives each team member brings to the table.About the Role: We are looking for a reliable, observant, and proactive...

  • Office Manager

    2 weeks ago

    Chicago, United States The LaSalle Group Full time

    Are you a natural leader with a passion for organization and excellence? LaSalle Network is partnering with a young, thriving company located in the heart of downtown Chicago is seeking a driven Office Manager to oversee the day-to-day operations and be the backbone of their vibrant office environment. In this key role, you'll be instrumental in keeping the...

  • Office Manager

    2 weeks ago

    Chicago, United States Synergy Interactive Full time

    ResponsibilitiesGreet and assist visitors in a professional, friendly, and positive manner, creating a welcoming environment.Answer and direct phone calls to appropriate personnel.Maintain a clean and organized reception area and overall office space.Coordinate office maintenance and manage relationships with vendors and service providers, acting as the main...

  • Office Manager

    1 month ago

    Chicago, United States Mondelez International Full time

    Job DescriptionAre You Ready to Make It Happen at Mondelz International?Join our Mission to Lead the Future of Snacking. Make It Possible.You will help manage and maintain the facilities of a site/office (excluding manufacturing and IT-related areas) to ensure a conducive and comfortable work environment in accordance to health, safety, environment and...

  • Office Manager

    2 weeks ago

    Chicago, United States Synergy Interactive Full time

    Position Overview:We are looking for a reliable, organized, and proactive individual to manage our front desk and office operations. The ideal candidate will be the first point of contact for visitors and clients, ensuring a positive experience and smooth operations. This role involves managingadministrative tasks, coordinating office activities, and...

  • Office Manager

    1 month ago

    Chicago, United States Mack & Associates, Ltd. Full time

    Mack & Associates, Ltd. is a women-owned and operated business that specializes in placing administrative support in the Chicagoland area. We are a boutique staffing firm located in the Chicago loop and we are seeking an Office Manager to join our team! This is an ideal position for a motivated, numbers-oriented person who thrives in a fast-paced environment...

  • Office Manager

    3 weeks ago

    Chicago, United States Mack & Associates Full time

    Mack & Associates, Ltd. is a women-owned and operated business that specializes in placing administrative support in the Chicagoland area. We are a boutique staffing firm located in the Chicago loop and we are seeking an Office Manager to join our team! This is an ideal position for a motivated, numbers-oriented person who thrives in a fast-paced environment...

  • Office Manager

    4 days ago

    Chicago, United States Cision Full time

    At Cision, we believe in empowering every individual to make an impact. Here, your voice is heard, your ideas are valued, and your unique perspective fuels our collective success. As part of our global team, you'll thrive in an environment that champions curiosity, collaboration, and innovation, all while making meaningful contributions to the brands we...

  • Office Manager

    2 weeks ago

    Chicago, United States Wicker Park Dental Group Full time

    At Wicker Park Dental Group, you’ll be more than just an Office Manager – you’ll be a leader who shapes the patient experience. Full-time Position with Benefits Wicker Park Dental Group, a leading provider of comprehensive dental care in Chicago, IL, is seeking a highly organized and motivated individual to join our team as an Office Manager. We’re...

  • Office Manager

    2 weeks ago

    Chicago, United States Wicker Park Dental Group Full time

    At Wicker Park Dental Group, you’ll be more than just an Office Manager – you’ll be a leader who shapes the patient experience. Full-time Position with Benefits Wicker Park Dental Group, a leading provider of comprehensive dental care in Chicago, IL, is seeking a highly organized and motivated individual to join our team as an Office Manager. We’re...

  • Office Manager

    5 days ago

    Chicago, United States Bulletin Healthcare Full time

    At Cision, we believe in empowering every individual to make an impact. Here, your voice is heard, your ideas are valued, and your unique perspective fuels our collective success. As part of our global team, you'll thrive in an environment that champions curiosity, collaboration, and innovation, all while making meaningful contributions to the brands we...

  • Office Manager

    3 weeks ago

    Chicago, United States Addison Group Full time

    Office Manager Support Our Education client is seeking an Office Manager to join their team on a Contract basis. This role includes front desk management, communicating with families and administrative duties. Location: Chicago, IL - Onsite M-F Pay: $19 - $23 Job Title: Office Manager Main Duties and Responsibilities The tasks are as follows (might change...

  • Office Manager

    3 months ago

    Chicago, United States Addison Group Full time

    Office Manager Support Our Education client is seeking an Office Manager to join their team on a Contract basis. This role includes front desk management, communicating with families and administrative duties. Location: Chicago, IL - Onsite M-FPay: $19 - $23Job Title: Office Manager Main Duties and ResponsibilitiesThe tasks are as follows (might change a bit...

  • Office Manager

    1 week ago

    Chicago, United States The Salvation Army USA Central Territory Full time

    THE SALVATION ARMY NORTH AND CENTRAL ILLINOIS DIVISION Child Care POSITION DESCRIPTION POSITION TITLE : Office Manager LOCATION : Child Care REPORTS TO : Program Director FLSA CATEGORY : Exempt STATUS TYPE : RFT OUTCOMES Prepare vouchers, develop grant budget applications, contracts, budget revisions and budget amendments, track the receipt of...

  • Office Manager

    4 weeks ago

    Chicago, Illinois, United States The Salvation Army Central Territory Full time

    Job SummaryThe Salvation Army Central Territory is seeking a highly skilled and detail-oriented Office Manager to join our team. As the primary point of contact for administrative support, you will be responsible for ensuring the smooth operation of our office, including fiscal management, human resources, and general administrative duties.Key...

  • Office Manager

    1 week ago

    Chicago, United States Cision Full time

    At Cision, we believe in empowering every individual to make an impact. Here, your voice is heard, your ideas are valued, and your unique perspective fuels our collective success. As part of our global team, you'll thrive in an environment that champions curiosity, collaboration, and innovation, all while making meaningful contributions to the brands we...