Office Manager

Company Information

Exciting career opportunity for an Office Manager to join a rapidly growing company. MarCon Engineering Inc has comprehensive construction and engineering services for new construction, repair, retrofit, renovations of existing structures, and general engineering construction. Our projects and services encompass industrial and commercial buildings, including the design and development of all aspects of construction. To learn more, please go to https://www.marconeng.com/

AUTHORITY And PURPOSE

The purpose is to describe the competencies, duties, and responsibilities required for this position. The duties expected shall follow MarCon Engineering Inc Policies and Procedures.

Required Competencies

• Adaptability & Strategic Flexibility: Works best when working on various goals or tasks. It is a "quick study" for new tasks or roles. Adapts to new information when conducting a job and is open to change.
• Customer Focus: Establishes "partner relationships" with customers. Dedicated to meeting customers' needs. (Customers are defined as PW's Customers, Employees, Subcontractors, and Vendors.)
• Creativity: Develops and introduces new ideas to improve business processes and meet new challenges.
• First Impressions: Puts people at ease immediately. Exhibits friendliness, genuineness, and caring. Treats people with respect.
• Managing Conflict: Actively searches for win/win solutions when confronted by conflict. Uses conflict as a growth tool.
• Motivated By: Setting or Maintaining High Standards: Careful that outcomes meet quality standards. Considered a perfectionist. Will not release work that does not "measure up."
• Organizing: Personal & Tasks: Develop a personal organization system that meets personal and business needs. Others may find needed information quickly in files or work areas. Prioritized and organized work to achieve results before deadlines.
• Personal Computer Skills: Uses personal computer as a performance tool. Uses several programs to improve effectiveness. Has strong knowledge of word processing, email, spreadsheets, and internet programs.
• Problem-Solving: Solutions are resolved conclusively. The individual uses a variety of structured approaches to problem-solving. Problems are analyzed to look for core issues, which are addressed in implementing solutions.
• Team Player: Earns a reputation for leading peers toward the support of what is best for the company. Reaches out to peers to tear walls down.
• Time Management/Organization – This individual prioritizes and organizes work to achieve results before deadlines. He/she sets realistic goals to achieve deadlines. Uses time productively, delegates effectively, and organizes in advance while integrating goals.
• Trustworthiness – Without close oversight, this individual can be given overall responsibility for the office and is completely trustworthy to ensure that high levels of performance are maintained. This individual can be trusted with sensitive information, resources, or money with the confidence that it is secure.
  
  

Duties

Support the Division Team with the daily administrative workload understanding that workload is not solely limited to those items described below:

Front Office

• Be well-groomed and properly dressed to greet the public. Ensure clothing does not violate any safety policies or procedures.
• Greet visitors as they arrive on the premises and ensure they are directed to the proper party either personally or by another employee.
• Maintain a clean and organized work area.
  
  

Mail, Fax, And Federal Express

• Open, date stamp, and route mail to appropriate staff.
• Print Federal Express labels, coordinate pickup, and ship packages and/or letters.
• Ensure correspondence is signed, envelopes addressed, and faxes distributed.
• Prepare packages for Corporate and other Divisions accordingly.
  
  

Payroll

• Maintain office employee files.
• Process new hire packets and term packets.
• Assist with implementing clear goals & controls, vital monthly factors, and personal development plans.
• Process and track sick and vacation time.
  
  

Pre-Construction Administration

• Assist the team in maintaining bid folders & completing pre-qualifications.
• Work with Corporate to maintain an updated subcontractor database.
• Read through bid documents and create a bid package.
• Participate in creating technical proposals.
• Complete required documentation meeting Park West's Small Business (Good Faith Effort) requirements (bid specific).
• Scan and send plans to corporate, print, and file on Drive.
• Send out invitations to bid, organize, copy, and distribute (FedEx) plans, specs, CDs, and amendments for bidding jobs.
• Follow up with subs to make sure they received their plans and check with those who did not respond to the invitation.
• Create and maintain sub-coverage bid call lists.
• Contact subs to check the coverage on and before bid day.
• Set up for bid day, which includes moving phones, setting up the projector, setting out plans, and ordering lunch.
• Organize and distribute amendments.
  
  

Subcontract Administration

Contracts and Insurance:

• Request and review W-9 and insurance for compliance.
• Request new vendors are set up when using new subcontractors.
• Assist the Project Manager in creating and coordinating the timely execution of subcontracts.
• Maintained subcontractor filing system, ensuring the subcontract agreement and required documentation was current and in compliance with the Contract, requesting information when necessary.
  
  

Certified Payroll

• Assist the Superintendent with Daily Reports from Subcontractors.
• Ensure the certified payroll reports (CPR) are correct and completed by all subcontractors and their lower-tier subcontractors weekly.
• Verify the CPR contains and matches the correct wage rates, classification, daily reports, and production reports.
• Verify that training contributions have been paid and that fringe benefit statements and payroll affidavit are compliant.
  
  

General Administration

• Maintain office supplies.
• Create and maintain a project filing system.
• Ensure that all correspondence is signed, logged, and scanned onto the X: Drive and routed to the appropriate parties.
• Ensure that all office equipment is serviced and maintained. Order office equipment supplies following Park West's current policies and procedures.
• Maintain, type, and distribute weekly staff meeting minutes.
  
  

Accounting Support

• Reconcile Credit Cards.
• Support Payroll tasks as needed.
  
  

Pay/Benefits

MarCon Engineering Inc offers a competitive salary depending on experience and an excellent benefits package including Medical, Dental, and Prescription Drug Plans, Life and Disability Insurance, and Paid-Time Off.

MarCon Engineering Inc. is an Equal Opportunity Employer