Office Manager

Company: Property Renovation and Construction
Location: Melbourne
Posted on: September 12, 2022

Job Description:

The Office Manager supports the General Manager and commercial teams in providing an excellentend-to-end customer experience. This includes managing AIA contracts, submittals, SOVs and -collections, job costing, financial reporting as well as preparation of qualification packages andsubmission of bids for federal/local government and private entities. -The philosophy of our company is simple -We work with HONESTY, we work with INTEGRITY, and we perform QUALITY work every day -starting within our organization and with every customer and vendor.

DUTIES AND RESPONSIBILITIES

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• Works closely with CPA to manage accounts payable, accounts receivable, and payroll.
  
• Manages administrative tasks including but not limited to answering the phones,scheduling, and maintaining office facilities.
  
• Works closely with Estimators/Project Managers and project teams to satisfy administrativerequirements. Obtains knowledge of project contractual requirements and follows throughto ensure compliance. Receives and distributes all incoming and outgoing projectcorrespondence. Serves as the client contact when the Project Manager is unavailable.
  
• Supports and assists Project Managers in preparing and maintaining the monthly financialstatus reports and job costing. Keeps abreast of project budget status and provides reportsto the Project Manager and team members as required.
  
• Prepares and maintains accurate data management and documentation processes andprocedures including systematic retention, protection, retrieval, transfer, and disposal oftechnical data and correspondence.
  
• Assists Project Managers in preparation of budgets, project plans, meeting minutes, AIAcontracts, reports, proposals, responses to Review comments, and other documentation.
  
• Coordinates and distributes design submittals including compiling drawings, specifications,cost estimates, calculations, design analysis, and reports for contractual submittals toclients. Notifies team members of quality and submittal requirements and deadlines.
  
• Prepares project requisitions for new projects.
  
• Prepares P.O. requests for subcontractors.
  
• Prepares QC report for all design submittals, assembles QC documentation, and archival.
  
• Sets up and maintains Project Schedules on all assigned Project Manager's projects.
  
• Fully understands definitions, terms, and processes relating to commercial roofing and -construction bidding and contracts. -
  
  
  REQUIREMENTS AND EXPERIENCE
  
  
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  • 5+ years of experience working in the commercial roofing and construction industry
    
  • Excellent at managing budgets, project plans, meeting minutes, AIA contracts, collections,reports, proposals, responses to Review comments, and other required documentation
    
  • Experience working with high-performance teams with exceptional communication skills
    
  • Demonstrated financial, administrative, and schedule management capabilities
    
  • Excellent verbal and written communication skills
    
  • Strong attention to detail and extremely well organized
    
  • Strong analytical and problem-solving skills
    
  • Proficient with all office technology; advanced skills in MS Office, particularly Word, Excel,Outlook, and internet research
    
  • Able to multitask in a fast-paced environment
    
  • Able to use smartphones, including emails and internet browsing
    
  • Self-motivated, innovative, hardworking individual, who can handle changing priorities
    
  • Customer service oriented, team player eager to assist colleagues and members of thedepartment at all levels
    
    
    COMPENSATION
    
    
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    • Pay range is $45,000 up to $50,000 annual salary based on experience.
      
    • Eligible for annual bonuses based on company-wide performance goals
      
    • Individual health insurance, half-paid by the company
      
    • Paid-Time-Off (PTO):
      
      
      - - - - - - o Two (2) weeks of paid vacation after one year
      - - - - - - o Three (3) weeks of paid vacation after five years
      - - - - - - o Seven (7) paid holidays per year and five (5) paid sick days per year
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      This is a general description of the employee's work from the date of the employee's signature. Anychanges in TOTAL COMPENSATION must be in writing and signed by both employee and employer.All employees are required to take a drug test prior to hire and are subject to periodic drug teststhroughout employment. Original driver's license and social security card are required foremployment.
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Keywords: Property Renovation and Construction, Melbourne , Office Manager, Executive , Melbourne, Florida