Office Manager

TMG’s Office Manager is an individual who provides the knowledge and skill to support a business unit’s Project Management and Field Operations team by performing all administrative aspects of operating a field office.  TMG’s Office Manager supports project management and field operations (project managers, assistant project managers, construction engineers, and superintendents)  The Office Manager is responsible for the administrative tasks related to processing and tracking the various construction management processes associated with subcontracts, POs, insurance, bonding, certified payroll, etc.) and for performing other accounting and office related tasks (A/P & A/R tracking, obtaining office supplies, answering phones, etc.) which allows the project management team to focus on their core responsibilities associated with project performance. The primary responsibility of the Office Manager is to maintain a well-organized and functioning office that facilitates an efficient work environment that conveys a tone of professionalism as seen through the eyes of the various internal and external project stakeholders (owners, subcontractors, fellow employees, etc…). 

·         Support the project management team in the construction process throughout all phases of the life-cycle of a project to include estimating, negotiation, contracting, buyout, construction administration, and closeout of individual projects and/or task order projects at large by copying, distributing, and filing all routine correspondence; 

·         Work with the project management team to prepare the monthly applications for payment by accumulating, copying and filing all required backup (utilizing a check list) and by tracking the progress of the applications to make sure that all processing steps are complete by the required due dates;

·         Obtain all delivery receipts and other forms of daily reports and/or backup that is related to the delivery of materials. Accumulate the backup in an alphabetical file for use when the invoices come in;

·         Work with home office Accounts Payable to control the workflow of all invoices, to include: matching up delivery receipts with invoices, cost coding, obtaining the project managers approvals and by returning the signed off invoices with all appropriate backup to the home office in a timely manner;

·         Become a proficient user of TMG’s Project Center management tool and assist project management as required in all aspects of it’s use within the various business units;

·         Be the onsite liaison for minor HR matters that involve making forms available, assisting newly hired employees, performing startup and closeout paper work on employees (utilizing checklists), etc…;

·         Perform final edits, copy, distribute, and file subcontract agreements, change orders, purchase orders, etc.;

·         Obtain insurance and signed subcontracts/POs from all vendors and maintain a paper-based file and an electronic log of the status of the insurance certificates and signatures of all project documents;

·         Accumulate certified payrolls & other compliance documents for self-performed and subcontractor work for all active trades. Copy, file & distribute required documents monthly, incidental to preparing applications for payment;

·         Maintain all project files (paper and electronic) and the transfer of documents between the field office and all stakeholders in a high state of order in which documents are readily locatable.

·         Maintain a current project directory list of phone numbers and email addresses for all major stakeholders involved in each project and routinely distribute the list once a month;

·         Identify, label, copy, and distribute project drawings and specifications (paper and  electronic format);

·         Maintain a reasonable inventory of office consumables (office supplies, bottled water, coffee, etc) and order the various supplies based on a periodic schedule;

·         Maintain an awareness of where all staff are at all times to be able to respond to telephone calls and visitors' needs to locate people and/or to address issues;

·         Publish, copy, and distribute meeting agendas, logs, attachments, and minutes for the weekly staff meetings and other adhoc meetings as required;

·         Facilitate the movement of paper documents by processing mail and express mail services, both inbound and outbound on a daily basis;

·         Maintain a clean office environment via a combination of the help of others;

·         On a daily basis keep all Printers, Copiers and Fax Machines filled with paper, toner and in a good state of order;

·         Provide timely and cordial interaction with supporting work groups, such as Accounting, HR, IT, Proposals, etc.;

·         Participate in life-long learning opportunities and professional development; and

·         Participate in weekly staff meetings and focused work group functions.

·          A.S. degree in Business Administration or similar and  five years of direct experience or equivalent preferred;

·          Strong written and verbal communication skills to include the ability to be a team player;

·          An understanding of construction terminology and the CSI indexing system highly desired; and

·          High level of proficiency with spreadsheets and the complete MS Office Suite of Software. The ability to readily learn and use project specific software used in performing the administrative functions of the position.

1  A grace period of up to six months may be allowed to obtain stated credentials.

TMG provides a mix of voluntary and company-paid health and welfare benefits, vacation, sick and holiday paid time off, a 401k match, and we fully support training and professional growth.

TMG Construction provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Salary : $51,000 - $80,000