Office Manager

Job Summary: The Office Manager proactively performs a variety of crucial administrative tasks to support company operations in North and South Carolina. Duties include assisting with identifying, hiring, onboarding, and offboarding labor; organizing project-related tasks, providing general support to our managers and employees; assisting in daily office needs; and managing our company’s general administrative activities in the region.

Must be bilingual and able to communicate fluently and facilitate new employee orientation in English and Spanish.

Frequent travel between offices/work locations in North and South Carolina required.

Major Duties And Responsibilities

Project Coordination

• Set up jobs in project management software.
• Assist with job maintenance including contract price adjustments, tracking change orders, and closing completed jobs.
• Assist with purchasing and tracking equipment and inventory for jobs.
• Communicate any project changes to the construction manager and other key parties.
• Obtain certificate of insurance documents and manage annual renewal.
• Oversee and support all accounting efforts including client billing, financial reporting.
• Prepare contracts and lien waivers for signature and generate lower tier waivers.
• Prepare production packets & blueprints with job progress reports for foremen, in order to prepare weekly progress reports with operations and construction manager and send accurate production reports to the pre-construction team.
  
  

Human Resources/Safety

• Work with Human Resources, Payroll, and Safety in areas related to pre-employment, applicable background checks, orientation/onboarding, terminations, benefits, employee status changes, time and leave administration, and other employee lifecycle processes; and serve as the initial point of contact or liaison between these departments and field operations.
• Manage passes, badges, and other necessities for site access.
• Assist management and field leadership with recruiting and hiring skilled labor.
• Facilitate all new hire orientations in English and Spanish including drug screening, new hire paperwork, benefits enrollment and eligibility communication, and safety orientation.
• With guidance, complete employment verification and unemployment requests via fax, phone, or email.
• Maintain employment, medical, and training files in a confidential, organized manner consistent with policy and law; and tracking/communicating safety training needs (e.g., OSHA, lift training, fall protection, refreshers, etc).
  
  

Administration

• Responsible for miscellaneous administrative duties including filing, faxing, emailing, phone communication, ordering and tracking supplies, troubleshooting minor office equipment and IT issues, organizing and creating forms, opening and distributing mail, ordering lunch, ensuring the kitchen is maintained and restocked, etc.
• Coordinate logistics and calendars for training and other department events, including scheduling meetings, arranging plans, travel, coordinating with vendors and customers, etc.
• Provide general support to the team and visitors.
• Handle office receptionist duties including answering and directing phone calls and providing general support to visitors.
• Perform all tasks assigned by supervisor, other members of management (e.g., branch and operations managers, estimating and project executives, and department heads, in a timely, collaborative, and accurate manner.
  
  

Minimum Qualifications

• 4 year’s administrative experience.
• Bilingual (fluent in English, Spanish) with the ability to effectively conduct employee orientation in both languages.
• Knowledge of office management systems and procedures.
• Demonstrated ability to utilize office equipment, phones, printers and fax machines.
• Highly proficient in the use of computer, data entry, and MS Office.
• Excellent time management.
• Attention to detail and problem-solving skills
• Strong written and verbal communication skills with the ability to communicate professionally with coworkers and/or customers.
• Team-work oriented.
• Strong organizational skills with the ability to multi-task and coordinate operations across multiple locations.
• Able to communicate and work effectively with teams and employees at all levels across different states and locations.
• Working knowledge of human resources policies and practices, or experience with general administrative functions with a desire to learn about HR and Payroll.
  
  

Preferred Qualifications

• Office management experience in the construction industry.
• Associate's or Bachelor's degree.
• Prior HR administration or recruitment experience, or role with similar functions.
  
  

Physical Requirements include but are not limited to the following:

• Prolonged periods sitting at a desk and working on a computer.
• Able to travel frequently to other work/office locations in the Mid-Atlantic region.
• Able to see, talk and hear in person, via phone and/or through online/video .
• Able to use hands and fingers in a manner that allows for use of a keyboard and phone.
• Able to lift & carry items up to 15 lbs.
  
  

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