Administrative/Office Manager

1 week ago


Torrance, California, United States Menemsha Development Group Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative/Office Manager to join our team at Menemsha Development Group. In this role, you will be responsible for ensuring the smooth execution of projects, managing office operations, and providing exceptional support to our team members.

Key Responsibilities
  • Project Setup & Access: Create sales pipelines and new projects in Menemsha's Online Project Management platform (OPM). Provide system access to key personnel and other relevant parties.
  • Awarded Projects: Maintain homepages, verify budget breakdowns, and request job numbers.
  • Commitments & Add Services: Review and confirm all project add-ons, ensure client approval, and verify cost codes.
  • Vendor & Payment Processing: Submit new vendor requests, obtain vendor numbers, and handle check requests for payments to vendors, surveyors, and other services.
  • Project Updates & Documentation: Regularly update project statuses, staff assignments, and important dates on OPM. Upload bid documentation and ensure project data is current.
Financial & Invoicing Support
  • Budget Entry & Tracking: Enter project budgets into Timberline/Sage upon project award, allocating specific cost codes to each budget item. Regularly track budget progress and alert the team of any potential overruns.
  • Hours & Cost Tracking: Assist in monitoring actual hours and expenses against project budgets. Use reporting tools to help the team stay on top of time and cost allocation, ensuring the project remains within budget.
  • Commitment & Add Services: Ensure that all project add services, field directives, and additional commitments are accurately reflected in Timberline and aligned with budgetary constraints.
  • WIP Report Preparation: Collaborate with Project Managers to prepare and maintain Work-In-Progress (WIP) reports, accurately reflecting project finances, completion status, and profitability metrics for regular team reviews.
  • Invoice Management: Generate, distribute, and track project invoices. Ensure invoices are submitted for completed work and align with client contracts, project progress, and budget constraints.
  • Communication/Invoice Follow-up: Contact clients regarding overdue payments and invoice discrepancies. Send weekly updates and reports to the AR team regarding pending past-due payments.
Office Operations & Vendor Management
  • Office Supplies & Equipment: Oversee the ordering of office, janitorial, and kitchen supplies for the LA office. Assist with ad-hoc equipment orders and building needs.
  • Vendor Payments & Insurance: Submit COI (Certificate of Insurance) requests and ensure timely vendor payments.
  • Credit Card Management: Process credit card payments for permits, couriers, and vendor services. Ensure all receipts are uploaded into OPM.
  • Administrative Support: Support PMs and senior management with invoicing status reviews, contract edits, and internal billing meetings.
Additional Responsibilities
  • Weekly PM & AR Meetings: Attend weekly meetings with Project Managers and review billing, contract statuses, and project timelines.
  • Reporting & Tracking: Maintain and distribute weekly billing and WIP reports, ensuring all data is accurate and up-to-date.
Qualifications
  • Experience in an administrative, finance, and office management role.
  • Familiarity with Timberline/Sage software is a plus.
  • Strong organizational and multitasking skills, with an eye for detail.
  • Excellent communication skills and the ability to work across multiple departments.
  • Proficient in Microsoft Office (Word, Excel, Outlook)
What We Offer
  • Competitive salary and benefits package, including
    • Medical, Dental, Vision Insurance
    • Pet Insurance
    • 401K
    • Paid Time Off & Holidays
    • Disability Benefits
    • Life Insurance
    • Parental Leave
    • Direct Deposit
  • Opportunities for career advancement and professional development.

A dynamic and collaborative work environment.

Involvement in exciting and impactful projects.

Annual Salary: $55,000 to $70,000



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