Construction Office Manager

Office Manager Summary:

The Office Manager will oversee and streamline the administrative functions of our office and manage the office staff. This role demands a detail-oriented individual with exceptional organizational skills, excellent communication abilities, and technical knowledge. A solid understanding of office management processes and construction industry practices is essential.

Office Manager Key Responsibilities:

Administrative & Staff Management:

·       Answer phones professionally, and route calls efficiently

·       Oversee daily office operations to ensure efficient workflow

·       Manage office supplies and inventory, including timely reordering and organization

·       Performs or facilitates maintenance of all office equipment including cleaning, maintenance, and repairs

·       Create a log of all IT equipment for all staff of the location (computers, printers, tablets, cellphones)

·       Distribute and maintain records of technology agreements

·       License and Permit Management

-      Electrical Permit Requests

-      Submitting applications, check requests and online payments

-      Manage and update “Master Annual License” spreadsheet on SharePoint

·       Manage Wage and Welfare bonds as well as Payment and Performance bonds

·       Maintain and update existing phone system

·       Request COI’s from insurance company

·       Maintain accurate and organized filing systems, implements efficient system for other staff to access files and systems

·       Oversee and manage the company’s storage facility which includes contracts, billing, and payments

·       Lead and supervise office staff to promote a positive and productive working environment

·       Review and manage compliance of subcontract documentation, insurance requirements, and bonds

·       Facilitates new employee orientation by preparing paperwork packets, processing required documentation.

·       Order and coordinate with IT for new computer installation, as well as communicating with IT on related issues.

·       Planning office layout, moves, and changes to workstations.

·       Performs tasks related to other department functions (i.e., Accounting, Human Resources, Safety, etc.) as required including sending requested documentation

·       Drafting reports and delivering presentations to Executive Management

·       Performs other duties as assigned

Team Support:

·       Provide administrative support to Construction Admins and the management team.

·       Facilitate effective communication between field and office staff, ensuring all parties are informed and aligned.

Office Manager Qualifications:

·       High school diploma or equivalent; 

·       Associate's or bachelor's degree in business administration, Construction Management, or a related field preferred

·       Minimum of 5 years of office management experience within the construction industry, including experience in managing staff

·       Strong organizational and multitasking abilities

·       Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

·       Above average proficiency in basic functions like data entry, formatting, and simple formulas, along with a solid understanding of more advanced features like VLOOKUP, IF statements, Pivot Tables, conditional formatting, and the ability to create insightful charts and graphs to analyze data effectively, being able to manipulate and interpret complex data sets beyond basic calculations

·       Excellent communication and interpersonal skills

·       Troubleshooting and technical skills

Skills and Abilities

Success in this role requires stringent attention to detail, a strong work ethic, and a proactive approach. Strong analytical and problem-solving skills.

Additional attributes needed include: