Office Administration/Permit Manager

We are seeking a detail oriented, organized and enthusiastic Office/Permit Manager to join our team in Baton Rouge. An ability to think critically and analyze information is required. This role will be at the center of the business, playing a crucial role managing financial and project administrative tasks and ensuring efficient daily operations. This person will also interact with and need to make a positive impact on clients and vendors as well as employees. Strong oral, written and interpersonal communication skills are a must.

Primary Job Functions and Focus Areas:

Permitting responsibilities:

Managing business licenses and bonds in multiple municipalities.

Apply for, manage and close permits for all signage construction jobs; manage and track permit costs and correctly apply these costs to appropriate projects.

Coordinate with clients and project managers to obtain needed information, confirm municipal requirements and clarify construction plans, update clients and project managers on permit status.

Financial responsibilities:

Manage accounts receivable - create invoices for completed projects; send to clients and appropriate accounting department; maintain timely remittance policies.

Manage accounts payable - setup vendors and enter new bills into QuickBooks. Manage bill payment; coordinate with company president on outstanding expenses due.

Produce reports as needed/when requested.

Manage payroll through ADP.

Manage bill payment, coordinate with company president on outstanding expenses due.

Manage credit card account and charges; meet weekly with company president on outstanding transactions.

General Administration responsibilities:

Field incoming calls, provide assistance and direct to appropriate department.

Compiling and managing project files; utilize proprietary software for tasks and status.

Gather, compile and/or develop various sales and client management operating reports for sales and client management. This could involve querying various proprietary reporting and management systems.

Assist project managers with other administrative duties as needed.

Required Skills:

Quickbooks

Microsoft Office Suite (Word, Excel, Outlook)

Adobe Acrobat

Preferred Qualifications:

Strong communication and interpersonal skills.

Excellent communication and interpersonal skills, both written and

Superior organization and detail skills

Good judgment and problem-solving skills.

Ability to show discretion in handling confidential and sensitive information.

Ability to work with varying levels of management.

Ability to set priorities, meet deadlines and manage projects.

Highly motivated/proactive, with an exceptionally high ability to work well independently.

Works well in an energized team environment.

Strong technology aptitude.

Ability to read construction plans.

AN IDEAL CANDIDATE WILL POSSESS THE FOLLOWING COMPETENCIES:

Communicating Effectively: The ability to relay information correctly and appropriately to connect people and ideas.

Demonstrating Accountability: The ability to accept ownership for your actions, behaviors, performance, and decisions.

Managing Projects: The ability to initiate, plan, execute, manage, and close-out all project goals within the established timeline.

Thinking Critically: The ability to objectively question, analyze, interpret, and evaluate information to form a conclusion.

Following Policies and Procedures: The ability to comply with policies and procedures of the organization as well as Municipal rules set out by each permitting authority.

Managing Time: The ability to control your time to increase effectiveness, efficiency, or productivity.

Job Type: Full-time

Pay: From $25.00 per hour

Expected hours: No more than 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Experience:

• Microsoft Office: 1 year (Required)
• Administrative experience: 1 year (Required)

Ability to Commute:

• Baton Rouge, LA 70809 (Required)

Ability to Relocate:

• Baton Rouge, LA 70809: Relocate before starting work (Required)

Work Location: In person