We are looking for an Office/Operations Manager to organize and coordinate administration duties and office procedures in Fire Protection Construction field. Previous experience in a Construction Company Office Management and Business/ Administration atmosphere is highly desired. Your role is to ensure high levels of organizational effectiveness, communication and safety. Office manager duties and responsibilities include scheduling appointments and inspections, customer service including HR responsibilities, A/R, A/P processing, In-house payroll, payroll taxes & filing, certified payroll and insurance audits. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations. Lastly, must be able to work independently with minimal supervision.(NO DIRECT REPORTS-1 PERSON OFFICE)
NEEDED ASAP
Responsibilities
Serve as the point person for office manager duties including maintenance, mailing, supplies, equipment, bills, errands, shopping
Schedule meetings, inspections and appointments
Maintain the office condition and arrange necessary repairs
Responsible for update and maintain office policies and employee files as necessary
Organize office operations and procedures
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, customer service, providers and office lease.
Pre-Lien, Mechanic’s Lien Processing, Progress Payment Invoicing, Change Orders and Conditionals Lien Releases.
Maintains office services by organizing office operations and procedures, preparing payroll, filing payroll taxes, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
Process NFPA 25 inspection reports and create proposals for deficiency corrections.
Assist in the onboarding process for new hires
Supports company operations by maintaining office systems Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains field job results by coaching, disciplining employees, and planning, monitoring, and appraising job results.
Contributes to team effort by accomplishing related projects as needed.
Skills
Proven experience as an Office Manager in Construction Trade.
Knowledge of office administrator responsibilities, systems and procedures
Bookkeeping/Payroll Processing
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
Job Type: Full-time
Pay: $25.00 - $30.00 per hour
Experience:
Construction Workforce Management: 2 years (Preferred)
Office Management: 3 years (Required)
QuickBooks Desktop: 4 years (Preferred)
Familiar with NFPA 25 Inspection, Testing & Maintenance of Automatic Fire Sprinkler Systems.
Education: High School Diploma
Work Location:
One location
Typical start time:
8AM
Typical end time:
4PM
Schedule:
Monday to Friday
Work Remotely:
No