Executive Assistant

3 weeks ago

Hauppauge, United States The Kulka Group Full time

Construction Management company seeking an Office Manager / Executive Assistant to join its rapidly growing 50-year-old company. The Office Manager / Executive Assistant reports directly to the Company CEO and is responsible for overseeing the daily operations of the office while providing support to the CEO and multiple divisions within the company.


The candidate must fit well within the company’s core values:


Transparency

Integrity

Focus

Tenacity

Reliability


Responsibilities: Responsibilities include, but are not limited to:


Sales


  • Assist in managing and enhancing the overall customer experience throughout the sales process
  • Maintain CRM via Monday.com including logging activities and emails, developing touching points
  • Set agendas, keep minutes, and draft recap emails after participating on business calls and attending meetings
  • Arrange, confirm, and manage detailed calendar for company CEO, schedule meetings and related logistics
  • Create meeting agendas as directed
  • Maintain Estimating project log


Property Management


  • Ensure building systems operate within accepted standards
  • Maintain detailed work order log and historical tracking
  • Interface with outside contractors to ensure proper repairs are completed
  • Inspect property and arrange for repairs and new materials as required
  • Arrange contracts for maintenance, landscaping, irrigation, and other ongoing services
  • Validate and keep detailed records of Tenant documents including lease agreements and insurance certificates
  • Prepare tenant monthly rent schedule
  • Maintain inventory of building systems
  • Enhance property upkeep and efficiency by making recommendations


General


  • Collaborate with outsourced accounting firm
  • Sort and distribute mail
  • Accounts receivable
  • Manage vendor onboarding
  • Create and manage social media posts
  • Ensure office supplies are adequately stocked by anticipating inventory needs and placing orders when necessary
  • Create and edit procedures and post on Kulka Knowledge Hub
  • Annual employee handbook review
  • Coordinate employee onboarding and offboarding
  • Prepare monthly timesheets and expenses for project requisitions
  • Process employee timesheets bi-weekly
  • Assist with ad-hoc projects as needed
  • Other responsibilities as assigned by Senior Management


Skills and Abilities:


  • Proficienta in Microsoft Word, Excel, Microsoft Office Outlook
  • Excellent verbal and written communication skills
  • Ability to multitask, strong sense of urgency in resolving any issues
  • Ability to work with multiple departments and vendors
  • Organized and detailed oriented

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