Office Manager

FLSA Status: Non-Exempt Work Hours: 8:00AM– 5:00PM

Direct Report: President & CEO Monday through Friday

Date: August 08, 2022 Lunch: One Hour

Position Summary

Plans, directs, or coordinates the daily administrative business operation which includes providing support to the technical and senior executive staff members. Must work to ensure internal and external customers receive satisfying and productive customer service. Note - Due to access of sensitive data such as employee and subcontractor’s social security numbers and customer credit cards this position shall require credit and criminal background check before job offer is made.

Primary Job Duties and Responsibilities

Oversees activities directly related to providing services, such as validating, disseminating, and responding to clients with a telephone call within one hour, when appropriate, to incoming and outgoing emails;

· Coordinates and assist with research analysis process and project logistics during a corporate response to Request for Proposal (RFP) or Request for Quote (RFQ) solicitations;

· Corresponds with Contracting Officers, General Contractors and Vendors on bid projects via email and phone;

· Orders office supplies and forms required for operation of business;

· Receives incoming deliveries and ships outgoing deliveries;

· Assist with preparing SOV(schedule of values) for pay applications;

· Enters vendor statements/invoices in accounting software;

· Coordinates and confirms customer appointments;

· Prepares monthly past due accounts receivable reports and balance sheet for Presidents review;

· Prepares accounts payable checks for President’s signature;

· Conference with President Daily no later than 9AM for scheduling service technician next day work schedule;

· Manages electronic and manual filing systems;

· Completes and revises vendor profiles;

· Check and track annual renewal of company business licenses, contractor business licenses and renewal dates of company state/county minority certifications;

· Track and renew annual registrations for company vehicles;

· Requests commercial liability insurance carrier Certificate of Insurance for projects as needed;

· Performs annual workers compensation audits for insurance carrier;

· Make corporate registration and RSVP status of special meetings, events, and trainings;

· Maintains President’s and scheduling meetings/site visits using go reminders and also maintain corporate monthly wall;

· Communicates with and provides support to accountant as needed;

· Sets up out of office Auto Reply for Days Off through email;

· Tracks daily company expenditures in QuickBooks and filing company receipts;

· Schedules and confirms corporate site visits;

· Daily retrieves and disseminates telephone messages;

· Corresponds via email with customers and vendors;

· Responds to President/CEO communication methods when out of office ASAP;

· When appropriate updates subcontractors’ Certificate of Insurance (COI);

· Source weekly online sites for new bid projects;

· Tracks technician payroll daily in QuickBooks and matches time against service reports;

· Prepares timesheets and processes payroll through ADP every Tuesday;

· Processes bi-weekly 401k payroll through Paychex Services;

· Maintains, prepares and sends monthly wage reports to Benefit fund office for union wages/benefits earnings. Completes an annual audit as requested;

· Maintains, prepares and send monthly apprentice report cards to union office;

· Place job ads, set up interviews, arranges pre-employment screening and completes on-boarding for new hires;

· Turn off Office Manager computer at the end of work day;

· Locks all office files cabinets and Manager Office door at the end of work day;

· Identify all past due invoices when 15 days past due and send reminder to customers via email once 30 days past due notify President;

· Monitors and schedules inspections and maintenance semi-contracts;

· Every evening @ 5:00pm forwards phone calls to 24 hour answering service;

· Every morning @ 8AM transfers phone calls back to office;

· Fulfills other duties as assigned;

· Monitor changes to business credit report using D&B, Equifax, and Experian;

· Must be a notary and maintain notary in good standing;

· Maintain a w9 on file for all subcontractors and request updated COI’S from subcontractors annually;

Knowledge and Skill Requirements

Bachelor’s degree in Business Administration or equivalent; must have appropriately five to seven years of previous operations management experience including forecasting, scheduling and real-time operations management. Must have working knowledge of providing efficient and effective administrative support. Typing skills of minimum 40 wpm, proficient in Microsoft suite; must become a notary; intermediate ability to operate office equipment, e.g., printer, fax machine, scanner, calculator, and any professional software deemed appropriate; must be familiar with Quick Books.

On the Job Experience

Approximately six to twelve months to gain familiarity with the environment, department routines and procedures, and the full range of job duties.

Problem-Solving

Job requires a high level of problem-solving due to the complexity of the situations encountered.

Internal Contacts

Internal contacts necessary to effectively advise, consult, or counsel others to gain cooperation and acceptance of ideas or actions.

Independent Judgment

Work assignments are generally received in the form of broad goals or areas of responsibility and require considerable judgment regarding the interpretation of policies, development of procedures, and selection of appropriate courses of action.

Personal Requirements

Excellent interpersonal and communication skills; works well with management and peers; ability to travel as needed.