Office Manager

Location

Alabama | United States

Job description

Job Summary:
The Office Manager is responsible for overseeing and coordinating administrative activities to ensure the smooth and efficient operation of the office. This role involves managing day-to-day tasks, facilitating communication between various departments, and providing support. The Office Manager plays a crucial role in maintaining organizational efficiency, fostering a positive working environment, and contributing to the overall success of the construction projects.

The Office Manager, in addition to other responsibilities, will be responsible for bookkeeping duties, contributing to the financial management and stability of the company. This includes managing accounts payable and receivable, collaborating with the finance department, and ensuring accurate and organized financial records.

• Organize and supervise daily office operations, including reception, mail distribution, and supply management.
• Implement and maintain efficient filing and record-keeping systems.
• Manage office equipment, including computers, printers, and phone systems.

Communication and Coordination:

• Facilitate communication between office staff, project managers, and teams.
• Coordinate meetings, conferences, and appointments.
• Ensure effective flow of information within the company.

Financial Management and Bookkeeping:

• Collaborate with the CFO to manage invoices, receipts, and financial transactions.
• Perform bookkeeping duties, including accounts payable and receivable and reconciliation of all accounts.
• Assist in budgeting and financial reporting processes.
• Monitor and control office expenses.
• Create, implement, and manage financial reporting as directed.
• Implement, manage, and control PO process.

Project Support:

• Provide administrative support to project managers and teams.
• Assist in the preparation of project documentation and reports.
• Coordinate with subcontractors and suppliers as needed.

Office Efficiency and Organization:

• Implement and improve office policies and procedures.
• Streamline workflow processes to enhance overall efficiency.
• Identify areas for improvement and implement solutions.
• Complete specialized software training to expert level.

Vendor and Client Relations:

• Liaise with vendors and service providers.
• Support client relations by ensuring prompt and effective communication.
• Manage the warranty inbox and process between the client, subcontractor, and the company.

Qualifications and Skills:

• Proven experience as an office manager or in a similar administrative role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in office software (MS Office suite, project management software/ tools, etc.).
• Experience in residential or commercial development is a plus.

Personal Attributes:

• Detail-oriented and highly organized.
• Proactive problem solver.
• Ability to work well under pressure.
• Team player with strong leadership skills.
• Adaptable and flexible.

On-site office hours: 8:00-5:00. Hours outside of the standard schedule may be required from time to time.

Salary range is $55-70,000, depending on experience. Benefits include BCBS health insurance, paid 50% of employee coverage.

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