Office Administrator

5 days ago


Leesburg, Virginia, United States Spherion Full time
Job Title: Office Manager

Spherion Staffing of Lake & Sumter County is seeking an experienced Office Manager to join our team. As an Office Manager, you will be responsible for ensuring the administrative efficiency of our office, providing support to multiple offices, supervisors, and clerical staff, and overseeing various administrative tasks.

Key Responsibilities:
  • Perform or oversee all administrative aspects of the office or department, including accounting support, data entry, billing, inventory, record-keeping, and preparing correspondence.
  • Provide support to multiple offices, supervisors, and clerical staff.
  • Oversee Administrators processing purchase orders and receiving invoices in the system.
  • Process customer month end billing by sending pay applications to Project Managers for updates and forward to customers for approval.
  • Approved invoices entered in the systems and lien waivers are created and processed.
  • Update and track documentation required to complete and submit jobs for billing.
  • Bid submittal and project set-up for awarded bids.
  • Work closely with the Contract Manager for project set-up and initial Oracle WOM unit rate schedules for primary and subcontractors.
  • Responsible for ordering Bid Bonds and Contractor Bonds relative to awarded projects.
  • Monitor frequently for project status updates, regarding submitting partial and/or completed jobs to customers to stay up-to-date for invoice submittal.
  • Review the weekly Accounts Receivables report for customer invoice payment and collection.
  • Provide executive level administrative support by conducting research, handling information requests, review/track/analyze budgets, and maintain records and databases essential to project management.
  • Update and implement new policies and procedures ensuring operations are running smooth.
  • Maintain a close working relationship with high-level executives.
  • Process and submit executive expense reports, coordinate space, perform office organization tasks, and maintain paper and electronic files.
  • Update new hire information, personnel changes, drug testing, and employee issues.
  • Perform HR tasks for new hire I9 Verification and background checks.
  • Order cell phones, laptops, PCards, Fuel Cards and other necessary equipment.
  • Monitor new and renewal COIs and request updates if needed.
  • Knowledge of making lodging reservations for Superintendents.
Requirements:
  • Associates degree in Business Administration or equivalent.
  • Knowledge of Unifer, Procore, and Vista Viewpoint Systems.
  • High school diploma.
  • 5 years Administrative support or Office Management.
  • 2 years of Accounting Management.
  • 3 years Construction industry.

Spherion is an equal opportunity employer and welcomes people of all abilities. If you require a reasonable accommodation to make your application or interview experience a great one, please contact us. Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Spherion offers a comprehensive benefits package, including health, and an incentive and recognition program (all benefits are based on eligibility).


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