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Office Manager

2 months ago

Charlotte, United States Ferrovial Full time
About us:

I-77 Mobility Partners LLC is financing, developing, designing, constructing, operating and maintaining the 26-mile I-77 Express project as part of a public-private partnership with the North Carolina Department of Transportation. The tolled express lanes run adjacent to the general-purpose lanes on I-77 between uptown Charlotte and Mooresville. I-77 Mobility Partners is responsible for operations and maintenance of all lanes, both express and general purpose, and right of way within the designated project corridor limits.

What makes us different? Our people come first. We want every single employee to develop both professionally and personally. With a strong focus on growth potential, we look to our internal employees as potential candidates for both national and international opportunities. We aim to achieve greatness by promoting from within every chance we get. We work hard and play hard and strive every day for success and achievement. With a diverse group of professionals working in a fast-paced environment, we achieve milestones constantly. And if that weren't enough, we also offer our employees highly competitive insurance benefits, Paid Time Off, and a matching 401(k) program.

Job Description:

Summary: The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiencies. The Office Manager will correct, process and reconcile a wide variety of accounting documents; prepare and process documents to disburse funds; compile and review information for accuracy, and maintain records. Work is performed by applying knowledge of accounting terminology and using spreadsheets and automated accounting systems. This individual will also provide administrative support to the CEO and other executives as necessary.

Essential Duties and Responsibilities:
  • Responsible for greeting visitors and operating a multi-line phone system
  • Design and implement office policies, standards, and procedures
  • Monitor efficiency levels within the business unit and control expenses where possible
  • Maintain basic office supplies and replenish when needed
  • Schedule meetings for various departments
  • Schedule office services (deliveries, maintenance)
  • Work with vendors to receive bids for services
  • Assist in preparing for Board of Directors meetings
  • Assist in preparing PowerPoint presentations, excel spreadsheets and reports.
  • Plan and schedule meetings, conferences and travel for executive staff
  • Maintain shipping/mailing accounts
  • Analyze incoming memos, submissions, and reports to determine proper distribution
  • Process payments for mailing
  • Complete check/credit card/petty cash requisition forms
  • Assist in month-end close by balancing corporate credit card accounts with individual transactions
  • Review for accuracy and approve invoices related to office services
  • Prompt payment compliance
  • Assist in preparing the Monthly Report by updating, reviewing and editing reports from various departments for accuracy
  • Achieve financial objectives by completing monthly expense reports for employees in relation to expenditures
  • Prepare medical expense reports for the executive staff in compliance with company policy
  • Collect pertinent information related to incidents on the I-77 (documentation, photographs, insurance information, police reports)
  • Inspect property damage to determine the extent of damages to ascertain proper compensation
  • Evaluate and process insurance claims to recuperate the money
  • Prepare and present claims to insurance companies for collection
  • Administer and maintain the flow of both electronic and hard-copied documents, department files, and resource materials
  • Store, manage and track company documents
  • Manage document processes and systems to ensure control and availability of documentation
  • Review new and revised documentation for suitability and conformance to the quality system
  • Receive and process RFIs
  • Locate documentation on Document Control application for review when requested
  • Recommend, develop and maintain document control bases, computer software systems and manual filing systems
  • Support Quality Management in the performance of quality reviews and audits
  • Other administrative tasks as assigned