Office Support Specialist (Part Time)
Location
Park County, MT | United States
Job description
WHO WE ARE
We're inspired by spaces. It's in our name. It's in our DNA. As a unified real estate investment firm, Enclave's development, construction and management teams create distinct spaces where our partners, team members and communities thrive.
Specializing in multifamily, industrial and commercial developments across the Midwest and Mountain West, Enclave has completed over 150 projects representing more than $1 billion in total value for its clients and partners since their founding in 2011.
A 50 Best Place to Work for five years in a row and counting, Enclave is an award-winning workplace comprised of empowered team members who share in Enclave's vision and support one another to do their best work. Giving team members space to succeed is what makes Enclave an inspired and award-winning workplace.
WHO WE'RE LOOKING FOR
The position of Part Time Office & Project Support Specialist is responsible for a wide range of office, project, and administrative tasks and is the first point of contact for visitors. This position manages the front desk, communal areas, and incoming calls, while also providing support to Project Managers.
- Point of contact for Project Managers on any and all administrative supportive needs
- Proactively troubleshoot to ensure Project Managers do not hit administrative roadblocks
- Manage subcontractor paperwork, send back signed subcontracts, request required paperwork
- Send out, track, save, and file lien waivers
- Send compliance emails to Project Managers --- Run Viewpoint reports, follow up/track down missing paperwork to avoid payment stalls. Keep PMs informed throughout the process.
- Send monthly missing lien waivers list to Project Managers --- follow up/track down missing lien waivers. Keep PMs informed throughout the process.
- Audit and send monthly lien waiver reports to Project Managers and AP/AR for billings
- File all paperwork for projects
- Prepare Project Closeout Documents
- Monitor communal areas and ensure they are kept clean, presentable, and fully stocked
- Monitor and order supplies to maintain office & breakroom inventories
- Manage maintenance of office equipment, including copiers, printers, and recycling receptacles
- Answer, screen, and transfer inbound phone calls for the main receptionist line
- Greet all visitors, offer refreshments, and inform appropriate staff of their arrival
- Collect, sort, and distribute incoming and outgoing mail and packages
- Help organize meetings/events by ordering meals, preparing meeting rooms, and coordinating supplies
- Assist multiple departments with special projects, including audits, reconciliations, filings, and mailings
- Assist the Project Management team with administrative tasks, including compliance documentation, contracts, submittals, RFIs, pay applications, meeting minutes, filing and distribution of project documents
- Assist in the onboarding of new hires, to include preparing first day items and updating company systems
- Complete miscellaneous errands, such as bank deposits, supply runs, and package/mail drop off
Ideal Candidate Qualities
- Previous office management or similar experience, preferred
- Customer service focus, with a friendly and welcoming demeanor
- Great attention to detail, a high level of accuracy, and strong organizational skills
- Strong organizational skills with an ability to prioritize and multi-task within time constraints
- Proficient with Microsoft Office Suite and able to sort, filter, and enter data in Microsoft Excel
HOW WE'RE DIFFERENT
We might be biased, but we think the culture and people at Enclave are pretty unique. We live the below foundational values to create a high achieving and fun-loving workplace:
- Care For Each Other: We value people for who they are and take pride in our relationships with team members, clients, and partners
- Do The Honorable Thing: We are committed to upholding the highest standards in our words and actions.
- Be Empowered: We encourage true autonomy, which results in team members who are remarkably inspired and high-performing.
- Promote Innovation: We constantly reach further and don't accept the status quo to bring the best service and product to the marketplace.
In addition to awesome co-workers and a great company culture, Enclave provides eligible employees with:
- 401K retirement plan with company match
- Health, Dental, & Vision insurance plans
- Health Savings Account (HSA)
- Flexible Spending Account (FSA)
- Company Paid Basic Life, Short & Long Term Disability plans
- Supplemental Voluntary Benefits
- Paid Time Off (PTO), Paid Holidays, Paid Volunteer Time, and more!
To learn more about our organization, check out our Facebook posts and videos at:
Enclave is an EEO/Affirmative Action/Veteran friendly employer. We do not discriminate on the basis of age, gender expression/identity, genetic information, marital status, national origin, physical or mental disability, pregnancy, race, religion, sexual orientation, or veteran status.
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