Office Manager

Overview: The Office Manager serves to manage effectively and efficiently the day to day resources and operations of the company. The Office Manager plays a crucial role in maintaining the efficiency and organization of the company. Reporting directly to the Vice President and President and indirectly to the Director of Operations, this position is responsible for managing all office operations, coordinating financial processes, and supporting project administration. The Office Manager ensures smooth day-to-day operations, providing essential support to management, clients, and subcontractors.

Responsible for overseeing the duties of the Office Assistant.

Office Administration (50%):

• Serve as the first point of contact for the company by answering phones and welcoming office visitors.

• Responsible for taking all meeting minutes for all project and staff meetings zoom calls.

• Uphold professionalism in all internal and external communications.

• Maintain and organize office systems, ensuring proper filing and document management.

• Implement innovative procedures to improve productivity.

• Manage office supplies.

• Implement and oversee office policies and procedures to support company operations.

• Assist in correspondence and document preparation for internal and external communications.

• Track all rental equipment taken to job sites and record removals, returns and necessary maintenance needed. Inform Director of Operations and V. President when clients should be billed for rental equipment and when billing can cease.

• Track vehicle maintenance, registrations and inspections.

• Ensure renewal of all yearly licensing and memberships.

• Collaborate with the Vice President and Director of Operations to process subcontractor and vendor payments.

• Responsible for scheduling for Project Managers, Senior Project Managers, Director of Operations and President.

• Notarize all Lien Waivers for Subcontractor and Vendor payments when applicable.

• Maintain and organize all incoming and outgoing mail along with the Office Assistant.

• Continuous updates to Project Management Software, Procore.

• Responsible for all planning for company events, promotional and/or marketing materials and maintaining social media presence.

• Coordination of all IT requests for the company and oversee maintenance of equipment and supplies.

Finance (15%)

Accountable for key finance functions. Provide financial and operational assistance for a profitable and successful organization that operates with integrity and manages risk.

• Receive, file and categorize subcontractor and vendor invoices according to the Construction Specifications Institute (CSI) divisions and administrative filing system.

• Enter all monthly invoices and reconcile statements.

• Prepare invoices for review and approval by Project Managers, file payments made, and assist in entry to PM software (Procore). Responsible for adding all direct costs into project budgets in PM software (Procore).

• Review all employee timesheets for accuracy and completeness.

• Prepare all vendor/subcontractor payments for mailing and pickup.

• Bank Deposits.

• Responsible for adding all applicable Use Tax on Subcontractor invoices. Update spreadsheet continuously and annually report to the Vice President for tax purposes.

• Assist with all things related to client billing as needed by the Director of Operations and/or Vice President.

Human Resources (25%)

Accountable for human resources functions, to include:

• Administration of compensation and benefits plans including salary, medical, disability, retirement.

• Ensure compliance with company policies and procedures outlined in the MVCC Employee Handbook.

• Process and document vacation requests for employees.

• Assist with payroll by ensuring completion and accuracy of all electronic time sheets in Tsheets software and organizing time records for accurate processing. Enter payroll in spreadsheets and report documents to the Vice President for processing.

• Design and implementation of Human Resources policies and procedures, ensuring labor law and record keeping compliance. Maintain all company handbook updates and employee files.

• Stay up to date with industry trends by attending relevant workshops, webinars, or professional training sessions.

• Implement and oversee all benefits administration.

• Create templates and support employee training and development.

• Sustain employee engagement, clarity, focus, and consistency along with the Director of Operations and President.

• Responsible for employee holiday and birthday gifts/cards and employee appreciation events.

Operations (10%)

Accountable for key operations functions, to include:

• Manage ongoing relationships with external vendors.

Assist with Contract legal (vendor contracts). Sub Contractor Contracts - Assist in drafting all Master Agreements and Sub Contractor Agreements (and applicable exhibits) for new Subcontractors. Request all COI’s and W-9 Documents for new contracts and file accordingly.

• Set up new Sub Contractors / Vendors in ProCore Software System.

• Assist site managers on tasks associated with construction projects Maintain and monitor business insurance and ensure and manage annual insurance audits (GL / WC).

• General facilities management.

• Any and all other duties necessary for assisting with operational functions of the company.

• Assisting with managing the schedules for staff carpenters and sub-contractors; coordinates with the Director of Operations ensuring best use of available resources.

Preferred Qualifications and Competencies:

• Bachelor’s and/or Master's Degree in Administration, Finance, Business or Accounting with strong administrative and management skills.

• Strong time management skills.

• Ability to multi-task.

• Minimum of 2 years of experience in office management.

• Proficiency in office management software, including Apple software (Pages, Numbers, Etc.), Microsoft Office Suite, Adobe Acrobat, Zoom and Google Drive.

• ProCore experience (preferred)

• Working knowledge of short and long term budgeting and forecasting.

• Experience with construction project management software (e.g., Procore, Outbuild) and time-tracking tools (e.g., Tsheets) – (Preferred).

• Notary Public (Required - Will Assist In Licensure)

• Valid Driver’s License and transportation.

• Ability to motivate teams to produce quality results within a fast paced environment and simultaneously manage several projects.

• This position requires a proactive, detail-oriented professional who can seamlessly handle both administrative and financial responsibilities while maintaining a high level of professionalism and positive attitude. The Office Manager is an essential part of the team, ensuring operational excellence in a fast-paced, high-end construction environment and acting as the first point of contact for the company.

Supervisory Responsibility:

The Office Manager and Office Assistant report to the Director of Operations.

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

This is a largely sedentary role; however, some filing and job site visits may be required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Some job site travel requirements.

Location Requirements:

Applicants must reside on Martha’s Vineyard with full time housing established.

Position Type and Expected Hours of Work:

This is a full-time in-office position. Days and hours of work are typically Monday through Friday, 8:30am to 4:30pm, but can vary as business needs require.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person

Salary : $60,000