Office Manager

2 weeks ago

Exton, United States NextGen Security Full time

Job Summary

Company

NextGen Security, LLC

Location

Exton, PA

Industries

Security Integration

Job Type

Full Time

Employee

Years of Experience

No Experience Required

Career Level

Entry Level

Exemption Status

Exempt

Office Manager

What we’re looking for:

We are seeking an energetic, enthusiastic Office Manager to join our fast-growing and dynamic team.

What you’ll be doing:

This position will have multiple roles ranging from: maintaining the office, assisting with operations scheduling, assisting with pre-qualification requirements for customers, ordering office supplies, job bookings, pre-qualification documents, and support for the various departments within the Exton office. This person will be required to be in the office, Monday – Friday, 8:30 AM-5 PM.

With Human Resources / Upper Management:

  • Order all needed office supplies
  • Coordinate office visitors and conference room schedules
  • Plan internal and external events for employees and customers
  • Distribute mail
  • Act as executive assistant to the CEO on an as-needed basis
  • Answer incoming phone calls and the front door
  • Assist in onboarding process for new employees
  • Register employees for necessary trainings with outside vendors, including safety council registrations
  • Manage drug testing, alcohol testing and background check requirements for local resources based on customer requirements

With Sales Representatives:

  • Book all new jobs, with a focus on supporting project documentation, customer PO’s and invoicing requirements
  • Load all booking related project documentation into Teams, setting up initial project folder structure
  • Follow-up with sales teams for missing project documentation (i.e., onboarding packages, purchase orders, vendor quotes, etc.)

With Project Managers:

  • Operations support through labor, subcontractor, and equipment delivery schedule coordination
  • Assist in booking travel arrangements for employees
  • Timesheet reconciliation, review, and troubleshooting
  • Monthly hours reporting for customers
  • Assist Operations staff with project related customer communications
  • Submit invoice requests to AR for processing
  • Routine review of Teams folder to ensure organization and upkeep

What you bring to the table:

  • Must be able to communicate effectively and professionally in both written and verbal manner to customers and to those within the company.
  • Must possess a positive attitude and be willing to interact with customer, co-workers and other personnel at all times.
  • Ability to manage multiple projects at a time while paying strict attention to detail.
  • Commitment to integrity and to the Company Standards and Procedures.
  • BA/BS degree or equivalent.

What we bring to the table:

  • An awesome, collaborative culture
  • Compensation based upon background and experience
  • Full benefits package
  • Vacation
  • Cellphone Allowance

We are an equal opportunity employer and drug- free workplace. Pre-employment drug screens and background checks will be conducted. Employees are subject to appropriate routine drug screens, based on job classification.

Application Process

Please submit your resume, references and your requested salary range when applying for this position to hr@nextgensecured.com.

More About Us

NextGen Security is an electronic security systems integrator that offers commercial and industrial companies best in class industry knowledge, engineering design, implementation, management and on-going maintenance services. Our company accomplishes this by hiring only the most experienced and best-qualified talent the security industry has to offer. Management team and staff members have 10-25 years of commercial and industrial security industry expertise with single site, multi-facility, plant-wide, campus-wide, regional, national and international security projects. If that wasn’t convincing enough, check out what our employees say about working at NextGen:

Notice To Employment / Recruitment Agents

Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from NextGen Security’s HR department. Any agency candidate submission may only be submitted to positions opened to the agency through openings available via NextGen Security’s website. NextGen Security will only pay a fee for candidates submitted or presented where there is a contract communication in place between the Employment / Recruitment agents and NextGen Security, and only if the candidate is submitted via approval from NextGen Security’s HR department. Candidates submitted or presented by Employment / Recruitment Agents without a full approval from NextGen Security’s HR department shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

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