JOB DESCRIPTION - OFFICE MANAGER - DETAIL
By unifying the Real Estate, Architecture, Construction and Interior Design professions, Land to Living seamlessly orchestrates artful homes and boutique commercial projects in the Lake Tahoe area and beyond.
We look to continue to curate a collaboration of skilled, creative and ambitious professionals seeking their own mountain lifestyle who are excited to be a part of our holistic approach to our Art.
SUMMARY
The Office Manager position encompasses core administrative aspects. A fitting candidate will be detail minded, systems oriented and able to work closely with the Principals, Accounting Manager, other employees and clients.
OFFICE MANAGEMENT
monitor and maintain office supply inventory at the office and the shop
ink, cleaning supplies, etc.
oversee maintenance and troubleshoot hardware, software and office equipment at the office, shop and projects
troubleshoot technology issues at the office, shop and projects and communicate unsolvable issues to IT providers
PROPERTY MANAGEMENT
coordinate and meet with various service providers at the office, shop and projects (utilities, inspectors, etc.)
run errands for office, shop and projects
conduct regular checks at office, shop and projects according to checklist
maintain property records
manuals for equipment
records regarding paint colors, material or application specifications and other pertinent construction
documents (as-builts, etc.) to properly perform maintenance
act as liaison between building tenants and ownership
field inquiries, concerns, etc.
schedule / coordinate recurring service, regular maintenance and all repairs
schedule / coordinate events + downtown event participation
schedule / coordinate seasonal decor installation
monitor / maintain insurance policies
track data and renew policies or seek new policies based on new exposures
PROCUREMENT ASSISTANCE
coordinate with Procurement Manager to receive various items being delivered to project sites
assist with in person Sun Valley Bronze sales in coordination with Design Project Coordinator / Interior Designer I
monitor, maintain and organize material library in coordination with Design Project Coordinator / Interior Designer I
ORGANIZATION - GENERAL
organize new office / shop space according to outlined requirements (see below):
physically move things around during the process
organize items that have just been stored in drawers
office supplies
materials, product specs, etc.
go through file boxes of misc., unfiled paper files and organize by project as best able then leave small “chunks” of unknowns for Robb or Molly to review here and there
go through building’s general storage areas (electrical room, upstairs mechanical room, upstairs lobby closet) and organize to accommodate building decor (wreaths, fake flowers, flags, etc.) and building maintenance (ice melt, shovel, etc.
monitor and maintain orderly appearance of office and break area
enforce / perform general daily spruce-up
neatly stacked “piles” out at desks are ok on a daily basis
put away anything that ends up left out (staplers, etc.) at the end of the day
wipe away crumbs on counter or if it becomes a problem that people aren’t picking up after themselves institute a policy for them to just keep up on their own crap
enforce weekly individual clean-up
clear desk by either:
retaining already scanned documentation in specific folder in drawer
providing you with newly received documentation to be scanned and filed digitally and returned if necessary
perform weekly clean-up
toss old food in fridge if no one claimed it
office should look and feel pristine and organized and ready for cleaners to come over the weekend
pick-up mail, sort, scan, deliver and file
monitor and maintain organizational standards
accurately file documentation using detailed filing system and file naming standards (paper + digital)
annually archive past year’s documents
annually review archives for items that can be shredded
potential projects:
complete reorganization of GoogleContacts to centralize and then share among LTL staff
ORGANIZATION - PROFESSIONAL LICENSES
monitor and maintain professional licenses (architect (CA, NV, HI), contractor’s license (CA, NV)
track data and renew licenses in coordination with Principals
monitor and maintain continuing education requirements
find and schedule appropriate course opportunities for Principals
track and record courses completed by Principals
ORGANIZATION - BUSINESS LICENSES + INSURANCE
monitor and maintain business licenses and filings
track data and renew licenses
complete annual filings
monitor and maintain business insurance policies
track data and renew policies or seek new policies based on new exposures
ACCOUNTING
print / deliver for signature / send checks + lien releases in coordination with Procurement Manager, Construction Manager, Accounting Manager and Assistant Business Manager
scan in all receipts and file accurately
collect receipts from staff on weekly basis
HUMAN RESOURCES
prepare, process, file and maintain hiring documents for new hires / existing employees in coordination with the HR and Organization Manager
set-up new employees with various systems and software
process time-off requests
REQUIREMENTS
computer proficiency including advanced skills in MS Excel, Word, Adobe Acrobat and email platforms
excellent communication skills
impeccable written skills
driven to organize
PREFERENCES
familiarity with QuickBooks
familiarity with G Suite
familiarity with cloud-based platforms
COMPENSATION / HOURS / BENEFITS
compensation starting at XXXXX
health, dental and vision insurance
employer matched 401K (up to 4% of salary depending on employee contributions)
professional development allowance