Job Overview:
Paradise Home Design seeks a highly organized and experienced Office Manager to join our team. The ideal candidate will be responsible for overseeing daily office operations, managing administrative staff, and ensuring the smooth functioning of the office. This role is essential in maintaining efficient communication between the office and field teams, ensuring compliance with company policies, and contributing to the overall success of our construction and home design projects.
Key Responsibilities:
Supervise and coordinate daily office activities, including mail distribution, office supplies, and equipment maintenance.
Maintain a clean, organized, and efficient office environment.
Develop and implement office policies and procedures to enhance productivity and efficiency.
Administrative Team Supervision:
Lead, train, and mentor administrative staff, including receptionists, clerical workers, and administrative assistants.
Assign tasks, set priorities, and ensure the team meets deadlines and targets.
Communication Liaison:
Act as the primary point of contact between office and field staff, ensuring effective communication.
Facilitate communication channels for project updates, reports, and information flow.
Document Management:
Oversee document management, including filing, archiving, and digital record-keeping.
Ensure compliance with document retention policies and maintain accurate records.
Financial Administration:
Assist with financial tasks such as invoicing, expense tracking, and budget monitoring.
Collaborate with the accounting department to ensure accurate financial record-keeping.
Vendor and Supplier Relations:
Manage relationships with office vendors, contractors, and service providers.
Negotiate contracts and monitor vendor performance.
Human Resources Support:
Assist with HR-related tasks, including recruitment, onboarding, and maintaining employee records.
Support the management of employee benefits and payroll.
Compliance and Safety:
Ensure the office complies with safety regulations and company policies.
Assist in developing and implementing safety protocols and emergency procedures.
Qualifications:
Proven experience as an Office Manager or similar role in the construction industry.
Strong organizational and leadership skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office Suite and office management software. Knowing QuickBooks is a plus.
Knowledge of construction industry processes and terminology is a plus.
Attention to detail and ability to multitask effectively.
Bi-lingual in Spanish and English