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Office Manager
2 months ago
The Office Manager is a key role within our organization, responsible for ensuring the smooth operation of our department. This position requires excellent communication, problem-solving, and managerial skills to oversee all administrative aspects of the office or department.
Responsibilities- Provide administrative support to multiple offices, supervisors, and clerical staff, ensuring seamless communication and coordination.
- Oversee the processing of purchase orders, receiving invoices, and managing inventory, record-keeping, and correspondence.
- Process customer month-end billing, including sending pay applications to Project Managers for updates and forwarding to customers for approval.
- Update and track documentation required to complete and submit jobs for billing, ensuring accuracy and timeliness.
- Work closely with the Contract Manager to set up projects and initial Oracle WOM unit rate schedules for primary and subcontractors.
- Responsible for ordering Bid Bonds and Contractor Bonds relative to awarded projects, ensuring compliance with regulations.
- Monitor project status updates to stay up-to-date for invoice submittal, reviewing the weekly Accounts Receivables report for customer invoice payment and collection.
- Provide executive-level administrative support, conducting research, handling information requests, reviewing and tracking budgets, and maintaining records and databases essential to project management.
- Update and implement new policies and procedures to ensure operations run smoothly, maintaining 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, performing HR tasks for new hire I9 Verification and background checks.
- Order cell phones, laptops, PCards, Fuel Cards, and other necessary equipment, monitoring new and renewal COIs and requesting updates if needed.
- Knowledge of making lodging reservations for Superintendents, performing other duties as required and/or assigned.
- High school diploma or equivalent.
- 3 years of Construction industry experience required.
- 5 years of Office Management and Executive Administrative support.
- 2-3 years of Account Management experience.
- Strong computer skills with the ability to create spreadsheets for revenue tracking and reporting, as well as developing presentations.
- Demonstrated proficiency with Microsoft Office applications.
- Associate degree in Business Administration or equivalent.
- Knowledge of Unifier, Procore, and Vista Viewpoint Systems.
