Office Manager

Responsible for overseeing daily office operations, which includes administrative tasks, facility management, and supporting staff and management.

1. Administrative & Operation Duties

a. Act as a central point of contact for employees and external visitors

b. Organize and coordinate office procedures and operations to ensure efficiency

c. Provide administrative support to senior management and other staff

d. Manage office supplies, equipment, and inventory

e. Handle all incoming and outgoing mail, packages, and deliveries

i. Open/date stamp (without opening) Confidential and Certified Mail to President, CEO and Vice Presidents, CFO and distribute to staff

ii. Prepare packages to go out

iii. Take mail/packages to drop-off box at the end of the day

iv. Update FedEx log for delivery dates

v. Review and approve FedEx invoices

f. Schedule meetings, appointments, and travel arrangements

i. Assist in planning and organization of all employee social and training functions

ii. Assist in obtaining event spaces as required

2. Filing & Office Organization

a. Generate accounting and owner folders for new jobs, correspondence & job folders

b. Prepare boxed up completed jobs for pickup to the off-site storage facility

c. Coordinate the ordering of office and shipping supplies as needed

3. Facility Management

a. Ensure the office environment is safe, secure, and pleasant

b. Maintain overall office maintenance including but not limited to coordination with cleaner and outside property management

c. Calls in for maintenance/repairs on the copiers and plotters as needed

4. Order and inventory company apparel

1. 
   

   Review COIs for accuracy and completeness. Minimum A- rating, Size VIII rating for the carrier

   
   
2. 
   

   Waivers for the Workman's Comp (WC) (where allowed by state law) and General Liability (GL) policies with endorsements for additional insured status, completed and ongoing operations

   
   
3. 
   

   Update insurance tracking

   
   
4. 
   

   Monitor expiration dates of COIs and follow-up on updates as needed for all projects

   
   
5. 
   

   Follow up on insurance renewals

   
   
6. 
   

   Work closely and communicate with project team to achieve the job duties

   
   

1. 
   

   Manage master warranty log by inputting warranty work descriptions, dates identified and completed provided by EVPCO, Project Managers and/or Superintendents

   
   
2. 
   

   Send weekly update on warranty status

   
   
3. 
   

   Send 10-month warranty notices and track all updates

   
   

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Education & Experience:

1.) High School Diploma or equivalent required

2.) 1 to 3 years' experience in construction management or administrative assistant

Knowledge & Skills:

1.) Proficient with Microsoft Office Products including but not limited to Excel, Outlook, and Word

2.) Strong customer service background desired

3.) Detail orientated and the ability to be resourceful and proactive when issues arise