Job Description

Qualifications

• At least 3 years experience as an Office Manager in a construction environment

• Strong organizational skills

• Strong written and verbal communication skills

• Effective listening skills

• Strong multi-tasking abilities with the flexibility of changing priorities

• Analyzes problems and makes sound decisions in a timely manner based on objectives, risks, implications, and costs.

• Tactful and mature demeanor with well developed interpersonal skills including the ability to work well with diverse personalities

• Highly motivated and goal oriented self starter

• Excellent attention to detail

• Works easily with others

• Comfortable making contact with clients and companies via phone and email.

• Advances Quickbooks experience

• Computer literate: MS Office, Outlook, Excel, Word, Quickbooks

• Familiarity with construction drawings/plans

• Experience working for a small company or must be comfortable working in a small company atmosphere

• High School Diploma – some college preferred.

Responsibility

• The Office Manager is directly responsible for the day to day administrative functions of the company.

• The Office Manager is responsible for all maintaining all employee records, tracking work related injuries and performing all accounting functions.

Duties

• Perform reception duties – answer phone, receive and sort mail, prepare outgoing mail and greet corporate office visitors.

•Maintain files – create job files and/or binders, payables files, employee files, banking files both manual and e-files.

• Assist Construction Estimator in obtaining bids from subcontractors and vendors for upcoming projects.

• Process bid awards to subcontractors and set up job binders.

• Perform bank reconciliations, funds transfers, ach and check payments.

• Process payroll and download reports.

• Maintain General Ledger.

• Order all office supplies and assist in jobsite supply orders when necessary.

• Create all change orders and invoices/AIA billings for clients.

• Collect and oversee all lien releases/preliminary notices.

• Ensure all subcontractors and suppliers insurance and licenses are up to date

• Track bidding process and ensure all proposals have been received per job

• Ensure all safety meeting sign in sheets are collected and filed.

• Collect dailies from Project Manager and file appropriately.

• Report and work related injuries to the insurance company.

• Create and maintain all job descriptions, employee handbook and HR forms.

• Perform all new hire orientations.

• Generate all final checks and issue exit forms.

• Process all check top deposits via scanner to deposit into bank account.

• Maintain all office equipment.