Office Manager

2 weeks ago

Santa Barbara, United States CLEAR CONSTRUCTION INC Full time $67,000 - $82,000
Job DescriptionJob Description

Clear Administration is seeking a dynamic and organized individual to join our team as an Executive Assistant. The ideal candidate will be a self-starter with excellent communication skills, exceptional attention to detail, and the ability to handle a wide range of administrative and executive support tasks and contribute to the overall efficiency of our multiple-entity company.


Job Title:

Office Manager

Department

Administration

Salary

$67K - $82K Annually DOE

Reports To

Dir. Admin

FLSA Status

Non-Exempt


Written By

PD/EA/BH










Function: Clear Administration is seeking a dynamic and organized individual to join our team as an Executive Assistant. The ideal candidate will be a self-starter with excellent communication skills, exceptional attention to detail, and the ability to handle a wide range of administrative and executive support tasks and contribute to the overall efficiency of our multiple-entity company.

Essential Duties and Responsibilities

Duties and responsibilities include the following but not limited to:

  • Receive, identify, and deliver packages (text photo to super/CPM if not at the office).
  • Purchase office supplies, furnishings and office equipment.
  • Keep bathrooms, conference room and kitchen necessities filled and tidy.
  • Coordinate minimal maintenance with the logistics team (hanging curtain in HR office, organizing warehouse)
  • Great guests
  • Welcome and train new hires on how the office operates and initial training on some software as needed.
  • Vendor Cert of Insurance compliance.
  • Company car registration renewals and insurance submission to DMV.
  • Provide general administrative support to ensure the efficient operation of the office.
  • Manage and organize company documents, records, and correspondence.
  • Answer and direct phone calls, emails, and inquiries to the appropriate personnel.
  • Maintain office supplies, equipment, and overall cleanliness.
  • Coordinate and schedule meetings, appointments, and conferences.
  • Assist in the onboarding process for new employees.
  • Maintain and update employee records.
  • Renew a variety of business licenses annually.
  • Help team members troubleshoot IT issues and provide minimal training on O365.
  • Open, sort, and distribute incoming correspondence, including faxes and emails.
  • Collaborate with development and updating business processes with leadership and senior management.
    1. Creating workflows, processes, procedures, and internal audit documentation.
  • Assist HR manager with employee recordkeeping, benefits administration, communication, and training.
  • Support purchasing and procurement
  • Support accounts payable operations as required.

* Complete any other job-related duties as assigned.

Target Chargeable Rate

0%

Qualification Requirements

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Proven experience as an office manager or in a similar administrative role.
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office and other office productivity tools, with an aptitude to learn new software and systems such as Procore and OneDrive
  • Basic knowledge of bookkeeping principles.
  • Ability to maintain confidentiality and handle sensitive information.

MINIMUM EDUCATION, LICENSURE, OR CERTIFICATION REQUIRED

  • High school diploma or equivalent required.
  • Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Valid Driver’s License
  • A clean criminal background check is required for employment

OTHER SKILLS

  • Experience working in construction preferred but not required
  • Experience working with multi-entity business preferred but not required


Travel Time Required

0% (this is an estimated amount)


BENEFITS

Insurance (Medical, Dental, Life)

401(k)

Paid time off and sick pay

Mileage, tool, cell phone reimbursement

Referral program

Competitive pay with yearly reviews

Opportunity for Growth

Tuition Reimbursement


Core Values

It is imperative that all employees consistently demonstrate our company's core values at all times. The successful candidate must be capable of exhibiting and perpetually showcasing our Company's fundamental principles in every situation. Prospective employees should understand that these values are integral to our culture and must be upheld without exception.

Passion - Care for our clients, our work, and our company.

Brilliance - Be bright, be positive, be exceptional.

Precision - Absolutely no detail is too small or unimportant.

Persistence - The greater the pressure, the brighter the diamond.


Typical Working Conditions

The typical working conditions for this role involve standard office hours, Monday through Friday, with occasional flexibility based on business needs. You will be stationed at a desk in a well-equipped office space, utilizing modern technology and software to perform administrative tasks.

The role requires you to engage in regular communication with team members, clients, and external partners via phone, email, and in-person interactions. Expect a fast-paced and dynamic work environment, where you'll be handling various responsibilities simultaneously. The need for confidentiality is paramount, given the nature of managing sensitive information related to company operations and personnel.

Equipment

This includes access to a personal computer or laptop with standard office software such as Microsoft Office Suite for document creation, email communication, and data management.

Essential Physical Tasks

While performing the duties of this job, the employee is frequently required to walk, stand, sit, bend, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, climb, balance, stoop, kneel, crouch, crawl, drive, talk and hear. The employee must regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.

Statement of Employer's Rights

This job description does not list all of the duties of this position. You may be asked by management to perform other duties. You will be evaluated in part based on your performance of the tasks listed in this job description.

Clear Construction has the right to revise this job description at any time. This job description is not a contract for employment, and either you or the Company may terminate employment at any time, for any reason.

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