Job Title: Office Administrator, General Contracting Firm
Position Overview:
The Office Manager plays a pivotal role in ensuring the smooth operation of our office and projects. The ideal candidate will be responsible for managing various administrative tasks with precision, attention to detail, and a commitment to excellence. This position works in collaboration with the Operations Manager and Sales Manager, and reports directly to the Operations Manager.
Key Responsibilities:
1. Building Permits and Regulatory Compliance:
- Work with Operations to procure building permits, water taps, electrical easements, plot plans, and septic permits efficiently and within specified timelines.
2. Communication and Customer Service:
- Promptly answer phones and emails, providing exceptional customer service.
- Assist walk-in customers with inquiries, providing accurate information and a professional demeanor.
3. Warranty Management:
- Triage warranty concerns, addressing customer inquiries and concerns with empathy and urgency.
- Collaborate with the warranty team to facilitate and oversee repairs, ensuring customer satisfaction.
4. Purchase Order Creation, Invoice Coding
- Create purchase orders accurately and in a timely manner, ensuring alignment with project requirements and budgets.
- Weekly coding of invoices to applicable jobs ensuring invoice accuracy and approval for payment to vendors and subcontractors.
5. General Office Administration:
- Oversee day-to-day office operations, including but not limited to filing, data entry, and maintaining organized office records.
- Coordinate and schedule meetings as needed.
6. Home Measurement Orders:
- Order appraisal measurements during construction to ensure accurate sales information.
7. Construction Loan Management:
- Facilitate bank draws on construction loans by providing accurate and detailed documentation to lenders.
- Ensure timely and efficient transfer of funds into designated accounts for payment to vendors, subcontractors, and employees.
8. Insurance Policy Management:
- Oversee and manage insurance policies related to ongoing construction projects.
- Collaborate with insurance providers to ensure adequate coverage and address any policy-related inquiries.
9. Banking Documents and Construction Loan Packages:
- Handle various banking documents related to construction loans, ensuring accuracy and compliance with lender requirements.
- Create comprehensive banking sheets to be provided to lenders, detailing project costs, budgets, and financial projections.
10. Financial Reporting:
- Accurately code and report credit card statements in accordance with established financial procedures.
- Collaborate with the accounting team to ensure all financial transactions are properly documented and reconciled.
- Transmit coded credit card statements to the CPA office in a timely manner, adhering to reporting deadlines.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k) matching
- Paid time off
- Professional development assistance
Schedule:
Experience:
- Microsoft Office: 5 years (Preferred)
- Administrative experience: 5 years (Preferred)
Ability to Commute:
Work Location: In person