Office Manager

4 weeks ago

Bakersfield, California, United States Emcor Inc Full time
Job Summary

The Office Manager position at Emcor Inc. is a key role that requires strong organizational, record-keeping, and follow-up skills. The successful candidate will be responsible for overseeing and supporting all administrative duties in the office, ensuring a smooth operation. This role involves performing receptionist duties, implementing office policies and procedures, and providing administrative support as needed.

Key Responsibilities
  • Perform receptionist duties, including greeting visitors and answering phone calls.
  • Implement office policies and procedures to ensure efficient operations.
  • Provide administrative support, including scheduling meetings, maintaining calendars, and creating reports.
  • Manage and oversee employee timecards and correct any errors.
  • Support the payroll department in ensuring timely payment to employees.
  • Process expense reports and make check requests as needed.
  • Work with the Project Manager to submit contract progress, milestone billings, and T&M billings.
  • Input Chevron billing into SMART and various customer billings into Textura.
  • Makes accounts receivable calls and supports revenue collections.
  • Assists with fielding accounts payable issues in the main office.
  • Reconciles vendor statements and processes rental invoices.
  • Reviews contract insurance language and notifies management of unacceptable clauses.
  • Requests certificates of insurance for customers and manages office petty cash and field checks.
  • Identifies opportunities for process and office management improvements and implements new systems.
  • Performs additional assignments as required by the company or as directed by management.
  • Requests payment and performance bonds as well as bid bonds.
  • Manages certified payroll, end-of-year job numbers, IBEW 428 Letter of Good Standing, job reconciliations, jury notices, MSA's, MSHA hours, new hires and terminations, new job setup, new vendor requests, SCE PO approval, billing, and reports, subcontract MSA's, subcontracts, change orders, and invoices, and updating AR log in SG3.
Requirements
  • Strong teamwork mentality and ability to work in a collaborative environment across departments.
  • Strong organizational, record-keeping, and follow-up skills.
  • Self-motivated, with aptitude for attention to detail and ability to prioritize workflow.
  • Ability to manage multiple tasks and meet deadlines on a daily basis.
  • Customer-focused mindset with ability to meet customers' expectations and requirements.
  • Business communication savvy with excellent oral and written communication skills.
  • Display a professional and positive appearance as representative of the Company.
Preferred Qualifications
  • 3-5 years of Office Management Experience.
  • High school diploma or GED required.
  • Bachelor's Degree or currently pursuing preferred.
  • Working knowledge of the construction industry, operations management, and safety practices a plus.
  • Must demonstrate proficiency in Microsoft Office applications, (i.e. Outlook, Word, and Excel).
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The physical demands of this position are those associated with working in a typical office environment. While performing the duties of this job, the employee is regularly required to sit, see, talk, and hear. This role requires communicating verbally and in writing one on one, in small groups, as well as presenting to larger groups of employees. This role requires the ability to work at a computer (reading and keying) for extended periods of time. The employee must move within the office to retrieve files and meet with employees in their offices or conference room. The employee is regularly required to walk, reach with hands and arms, climb or balance, and stoop, kneel, or crouch. The employee may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee may be occasionally required to travel by car (as a passenger or driver) to Job Sites, or to attend Commercial events/training, and must have the ability to navigate around job sites.

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