Office Manager

Reports to:  Regional Manager or Operations Manager
FLSA Status: Non-Exempt

Position Summary:     

Responsible for general office administration and provides overall support to the entire region.  This position will also assist the installation team with coordination and administration of projects from award through completion. May supervise an Administrative Assistant.

Duties and Responsibilities:

• Assume other office management responsibilities as assigned (ex. event coordination, back up liaison to Property Management, set and maintain various overhead budgets)
• Manage the Vehicle fleet, calendars, maintenance etc.
• Recruit for field and admin positions (interns included).
• Assisting with recruitment sourcing; advertise for, communicate with, screen, and set up interviews for candidates.
• Coordinate and conduct onboarding and orientation efforts for field and admin employees.
• Ensure all federal, state, and local compliance requirements are met for posters, policies, etc.
• Prepare preliminary field installation work schedule.  Verify schedule with Operations Managers / General Superintendent prior to installation meeting.
• Update long term field installation labor schedule.  Distribute it to the appropriate personnel.
• Attend and sometimes conduct weekly field installation meetings, taking notes of pertinent information for Installation Dept.
• Process installation dept. timecards (carpenters and support staff: i.e., drivers, temp help.) Check timecards for proper math, coding and submit timecards to payroll once signed off by all parties.
• Verify the field installation files are set up by Project Management team and forwarded to foreman.  Include copy of work codes, scope letter, sketches, labor estimates sheet, CTC, and any other pertinent information or correspondence. 
• Code and approve Installer’s expense reports. 
• Code and approve all installation department purchases done with Corporate purchase cards.
• Maintain field installer personnel files.  Develop a system to maintain and track Carpenters including tracking of all contact information, safety, certifications, and other pertinent information.
• Issue final payments to field installers as requested by the Foreman/Superintendent.
• Follow Affirmative Action hiring program for Construction Division projects.
• When necessary, research and make travel arrangements for the installation crews.

Safety Responsibilities:

• Promote a positive atmosphere for safety excellence committed to the Safety Promise.
• Developing and issuing the safety project files for all projects, including: SDS sheets, safety training records and certification, worker’s compensation clinic information, emergency phone numbers and required postings.
• Distribute OSHA-300A summary sheets annually.
• Track and assist in field related incidents and injuries.
• Order and distribute personal protection equipment.
• Maintain prescription safety glasses program.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing or activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities, and activities may change at any time with or without notice.

Preferred Qualifications (in addition to minimum qualifications)

Education/Experience

• Bachelor’s degree
• 1 to 2 years of experience in the construction industry

Minimum Qualifications

Education/Experience

• Bachelor’s degree or equivalent experience in administrative support
• High School Diploma or equivalent or at least two years’ experience in the industry
• Some technical school or field experience

Knowledge/Skills

• Proficient in MS Office Suite
• Ability to handle confidential information
• Ability to see opportunities for process improvement
• Excellent verbal, written, analytical, organizational, and interpersonal skills
• Ensures a high degree of accuracy and attention to detail
• Demonstrated proficiency using Applicant Tracking and HRIS systems
• Ability to organize and prioritize work effectively under deadlines
• Strong written and verbal communication skills
• Strong organizational and time management skills 

Customer Service Skills:

• Demonstrates commitment to deliver outstanding service – both with internal and external customers  
• Takes ownership to personally resolve customer problems (or find someone who can)  
• Listens well, asks clarifying questions, and checks for agreement with customers  
• Committed to following-up with customers in all instances in a timely manner  
• Strong sense of accountability - ensures that you will do what you say that you are going to do  
• Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful 
• Positive attitude