Office Manager

Description

• Manage office vendors including janitorial, plants, property management coordination, etc.
• Control ISEC Projects program access
• Coordinate all office furniture and appliances repairs, etc.
• Enter Order Entry (OE) and Job Cost in JD Edwards
• Track and review monthly overhead expenditures, assist with setting/maintaining budget
• Coordinate updating ISEC SWR web page and SharePoint
• Use Studio Bluebeam for contract reviews
• As needed, attend and take notes during Closeout meetings
• Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful
• Coordinate kitchen, training, and storage rooms tidiness with the office team
• Update PM Log once project is awarded
• Put together Request for Proposals (RFPs) and Request for Quotes (RFQs)
• Coordinate regional marketing materials, advertisements, SWAG, etc.
• Takes ownership to personally resolve customer problems (or find someone who can)
• Committed to following-up with customers in all instances in a timely manner
• Prepare bid documents, general contractor prequalifications and subcontractor information forms
• Manage and maintain contracts
• Coordinate new equipment coming in and going out
• Attend and participate in monthly Marketing meetings with Marketing support team and Corporate Marketing Manager.
• Attend industry events, coordinate recruitment events, project events, etc.
• Manage data entry of projects in Deltek
• Manage front desk reception duties including phones, processing mail & shipments, building access
• Order office, kitchen and restroom supplies
• Enter Income Change Orders (ICO) and job cost maintenance in JD Edwards.
• Distribute Bi-weekly – burden absorption, pending jobs report, and Project Management (PM) Log
• Manage Customer Relationship Management (CRM) program.

Requirements

• Solid relationship building skills
• Demonstrates commitment to deliver outstanding service – both with internal and external customers
• Strong sense of accountability - ensures that you will do what you say that you are going to do
• 2 years construction industry experience in an administrative role
• Strong written and verbal communication skills
• Listens well, asks clarifying questions, and checks for agreement with customers
• Excellent organizational and time management skills
• 2 years’ equivalent experience in administration and/or marketing
• Excellent computer skills in MS Office Suite
• College degree and/or 3 years’ experience in administration, and/or marketing
• Effectively and efficiently manage specific tasks related to building/suite management
• Holds license for Canva graphic design software
• Ability to recognize and refer issues appropriately
• Required to attend weekly Sales/Estimating and Sales meetings actively

Benefits

• Payment and performance bonds, requesting insurance, setting up OCIP/CCIP, preliminary notices, etc.
• Notary public responsibilities (Company-paid Notary Public commission and fees).
• Order business cards

Training + Development

Interview process

Visa Sponsorship

Security clearance