We are seeking a highly organized and detail-oriented Office Manager to join our team. As an Office Manager, you will play a crucial role in supporting the company’s daily operations and take ownership to efficiently manage all office administrative systems. The ideal candidate will be experienced, highly organized, professional with strong written and verbal communication skills, who is able to work well under pressure and efficiently prioritize tasks with little supervision. Must present a friendly and professional image of the company, whether the interaction is over the telephone or in person.
Responsibilities:
Answer phone calls and respond to emails from clients in a professional and timely manner.
Prepare and edit contract between company and potential clients.
Monitor compliance with insurance requirements, lien releases, certified payroll, etc.
using accounting software.
Project set up including the transfer of projects from estimating to construction operations
Document Control including the issuance, distribution, tracking, and follow up of project coordination documents such as submittals, RFI’s, PCO’s, and other critical documentation.
Collect, log and assemble all project close-out documents
Work closely with accounting to ensure accuracy of data in Accounting System (QuickBooks Pro)
Provide administrative support to the team, including managing calendars, scheduling appointments, and coordinating meetings.
Knowledge, Skills & Abilities:
Knowledge of Construction Industry and terms commonly utilized.
Proficiency in internet applications and MS Office Software (Outlook, Excel, Adobe Pro, Word). Familiarity with LCP Tracker, DIR website, and Procore.
Proficiency with English language including effective oral and written communication skills with excellent attention to detail.
Experience in construction administration and project coordination is a must.
Solid understanding of project flow from pre-construction through project completion.
Ability to manage multiple, simultaneous, competing priorities relative to overall client, and project needs and success with limited direction/oversight.
An understanding of common construction insurance and indemnity requirements.
Excellent follow-up and organizational skills
Ability to maintain confidentiality of sensitive information
Open and able to learn new industry programs.
Comfort with basic bookkeeping/accounts payable/ and invoice management.
Takes initiative in ensuring activities are complete and scheduled deadlines are met.
Self-starter with ability to work in both team and individual environments.
Takes initiative in ensuring activities are complete and scheduled deadlines are met.
Typing/ computer Keyboard
Operate office equipment
Other duties may be assigned as company needs dictate. Management reserves the right to modify this job description at any time and at their discretion.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Education: High School Diploma. Associate or bachelor’s degree, preferred.
Experience: Five (5) or more years related experience. Must be able to read, write, and speak English fluently.
Benefits: To be negotiated
Schedule: Monday to Friday 8:00am – 4:30pm