Office Manager | Executive Assistant

At Pavilion, we embrace "BUILDING YOUR VISION." This translates to both building the physical assets our clients envision as well as building the careers of our employees. In joining Pavilion, you are joining a family of dedicated, hard-working professionals looking to advance their individual achievements in a forum where mentorship and achievement are rewarded with opportunity.

We are looking for a self-starter and critical thinker. We are looking for someone who can recognize the various needs and present solutions. Most importantly, we are looking for a teammate. If we're not having Fun, we're done! Pavilion's culture embraces the notion that we all perform better when we are enjoying our work, overcoming challenges, learning, achieving and yes, winning. Winning should be shared. Lessons learned, humbly and invitingly shared as well. Keep the fun in front.

The following are the duties included but are not limited to:

Office Support:

• Maintain the office appearance and condition
• Maintain office equipment and order supplies
• Maintain printers, assist users, in set-up and solve issues if they arise
• Answering incoming telephone calls to office
• Welcome and provide general support to on-site visitors and determine the nature of the business and announce visitors to appropriate personnel
• Process all incoming/outgoing mail, shipments and deliveries
• Perform clerical duties as needed, such as filing, photocopying, and collating
• Create and prints correspondence, reports, and other documents when necessary
• Determine current issues and provide a review to Vice President for resolution
• Run local errands as needed

Administrative Support:

• Print Manager's reports for review by NM President
• Prepare, compile documents via hard copy and or on file requested by NM President for Attorney
• Generate spreadsheets, forms, etc. with compiled information for NM President
• Communicate with Subcontractors to create/update contact information and collect close-out documents for projects
• Creation of Subcontracts, Addendums, and Internal Memos.
• Ordering of construction plans for team members
• Collaborate with estimating team on bid binder/package preparations
• Take care of company vehicle maintenance as needed

Misc. Support:

• Update Active Project List
• Archive projects data on the Z: drive
• Inactivate completed projects
• Update/maintain directory contact information
• Update Project Teams
• Responsible for overseeing and updating claims tracker, expiration tracker, other warranty related spreadsheets and data related to warranty claims
• Process complaints, forward to team to assess the status of the warranty and related data
• Review and set up devices with easy access to emails and programs pertaining to new employee field
• Set up new office employees with key fob access to entrance

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

• Medical
• Dental
• Vision
• HRA
• LTD
• Life
• FSA
• 401K/Roth (up to 4% match)
• PTO
• 11 Paid Holidays