Office Manager

2 weeks ago

Santa Rosa, United States Sync Systems, Inc. Full time

**Position**: Office Manager

**Location**:Santa Rosa, CA

**About Us**:
Sync Systems is a prestigious Custom Integrations Design-Build firm, specializing in high-end residential and commercial projects. Known for our white-glove service and innovative, outside-the-box thinking, our team's creativity and dedication to excellence are the cornerstones of our success. As we continue to grow, we are looking for an experienced Office Manager to oversee our office operations and contribute to our mission of delivering unparalleled design solutions to our esteemed clientele.

**Job Summary**:
The Office Manager plays a vital role in ensuring the seamless operation of our office, supporting the management of our construction projects with a keen eye for detail and a proactive approach. This position is pivotal in maintaining our reputation for excellence, managing a range of responsibilities from administrative duties to financial management, and ensuring our projects are executed flawlessly.

**Key Responsibilities**

**Administrative Duties**:
Manage document handling, organizing, and filing, including contracts, preliminary notices, and project documentation.

Serve as a liaison of contact among vendors, team members, clients, and external partners.

Ensure the office environment is organized, safe, and productive, managing supplies, equipment, and facilities effectively.

**Financial Management**:
Oversee invoicing, billing, and payment processing to ensure timely financial transactions.

Assist with budgeting and track expenses to maintain financial health of projects.

**Human Resources**:
Assist with onboarding for new hires, providing them with the tools and knowledge to succeed.

Manage staff, including scheduling, fostering a supportive and efficient work environment.

**Project Support**:
Coordinate parts ordering and tracking for projects, ensuring materials are ordered and delivered on time.

Transfer of approved project estimates to QuickBooks and generate invoices, working closely with project managers and finance teams.

Maintain progress reports for senior management and clients, highlighting project achievements and financial status.

**Coordination and Planning**:
Organize meetings, prepare agendas, take minutes, and ensure follow-up on action items.

Liaise with vendors, suppliers, and contractors, managing relationships to support project success.

**Compliance and Safety**:
Ensure compliance with laws, regulations, and safety standards, preparing safety topics for the team.

**Qualifications**:
Proven experience in an Office Manager role, ideally within the construction or design-build industry.

Deep understanding of construction processes, materials, and the regulatory environment.

Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.

Strong communication skills, both written and verbal, essential for internal and external coordination.

Technical proficiency with office and construction management software, including MS Office.

A commitment to excellence, innovation, and team success.

**Why Join Us**:
At Sync Systems, you'll be part of a dynamic team that's reshaping the high-end residential AV and Smart Home industry. We offer a collaborative work environment, opportunities for professional growth, and the chance to contribute to exciting projects that make a real difference. If you're passionate about excellence and ready to take on a challenging yet rewarding role, we'd love to hear from you.

**To Apply**:
We look forward to welcoming a new member to our team who shares our dedication to excellence and innovation.

Pay: $33.00 - $36.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Professional development assistance
- Relocation assistance
- Retirement plan

Schedule:

- 8 hour shift
- Monday to Friday
- No nights
- No weekends

Ability to Relocate:

- Santa Rosa, CA 95403: Relocate before starting work (required)

Work Location: In person

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