Office Operations Manager

4 days ago

Baltimore, Maryland, United States Southway Builders Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Operations Manager to join our team at Southway Builders. As a key member of our administrative staff, you will be responsible for ensuring the smooth day-to-day operations of our office, including managing office supplies, equipment, and facilities.

Key Responsibilities
  • Office Atmosphere and Maintenance
    • Manage office door access technology and camera system, including access and fob distribution and programming.
    • Manage and respond to alarm notifications.
    • Oversee and direct external cleaners related to timeliness, quality of clean, and adherence to contract terms.
    • Submit work orders and schedules repairs for office space and equipment; manage and negotiate leasing arrangements for copiers and other leased equipment.
    • Maintain the stock and appearance of the kitchen areas, including clean dishes daily and refrigerator clearing.
    • Organize and maintain office files, driving to eliminate paper files and replace with electronic files.
  • Phone Technology and Mail Processing
    • Create and/or maintain phone system phone menus adjusted for new hires and terminations.
    • Determine the most effective way to maximize phone technology.
    • Answer, screen, and direct callers to the appropriate party when calls make it through the automated attendant menu.
    • Ensure all mail (USPS, FedEx, UPS, etc.) is processed daily in a timely manner for both incoming and outgoing mail.
  • Office Supplies and Equipment Inventory
    • Monitor and order office supplies, managing total spend to the company's budget.
    • Order and distribute office supplies as necessary, including support for jobsites with appropriate cost coding.
    • Oversee and manage company-owned vehicles.
    • Oversee and manage company-owned phones, including assignment location, model number, reviews, approvals, and codes monthly phone invoices.
  • Conference Room Management and General Administrative Support
    • Manage conference rooms, including scheduling, set up/clean up before and after each meeting, and arranging catering for in-house meetings as needed.
    • Proactively manage technology needs for each conference room user by setting up in advance of meetings.
    • Coordinate and schedule meetings and events for certain executive leaders, as needed.
    • Maintain a current version of the employee phone list, leveraging technology (i.e., Outlook).
    • Maintain and manage the company's business licenses and general contractor license in all jurisdictions, ensuring all remain in good standing and are renewed timely.
    • Order prints and drawings as needed and directed by project and/or preconstruction teams.
  • Finance Support
    • Manage the office budget, making decisions to maintain budgeted spending.
    • Deposit daily cash receipts.
    • Perform check printing with the controller, as needed, and work with the Special Projects Manager to eliminate check processing and transition to electronic payments for all vendors/subcontractors.
    • Manage and administer automated payment software and daily invoice processing.
    • Share oversight and administration of the company's credit card program.
  • Additional Responsibilities
    • Provide administrative support to the CEO and CFO, as needed.
    • Adhere to the Company's key values of quality, dependability, and integrity.
    • Perform other duties as assigned.

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