JOB DESCRIPTION SUMMARY

The Office Manager will be responsible for providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Point of contact. Greets walk in customers and answers phone.
• Scans documents.
• Generates emails, memos, proposals, change orders as requested.
• Organize and schedule meetings; Takes notes at weekly scheduled meetings.
• Assumes responsibility for maintenance of office equipment, computers, copy/printer/fax machine.
• Keeps bid/award log current.
• Maintains office supplies.
• Keep Shop inventory current (Fridays).
• Assist in ordering stock materials as required.
• Reviews field timesheets for job numbers; accuracy; logs time into projects, emails to payroll Tuesday by noon latest. Questions directed to the general manager.
• Keeps employee attendance records/vacation requests.
• Toolbox meeting logs (prints document & logs).
• Processes mail.
• Prints plans and specifications as requested. Sets up project file; Bid date into Calendar & Logs.
• Electronic files; Hard copy files (Organization).
• Keeps whiteboard up to date (Proposals, jobs, service, small orders)
• Send proposals out to all bidders by the deadline.
• Contact Architect for general contractor list.
• Look for projects to bid on, websites, downloads for review.
• Keep job review log current. Prints for weekly schedule meeting.
• Keeps monthly calendar updated. Prints for weekly schedule meeting.
• Reviews proposal and any other document for grammar, spelling, clerical errors.
• Requests certificate of insurance as required.
• Fills out W9, General Manager signature.
• Requests product samples as required.
• Keeps delivery calendar up to date.
• Compares purchase orders/order acknowledgements for accuracy.
• Sends out project surveys.
• Schedule installations per general manager.
• Field calendar current.
• Vehicle maintenance sheets file.
• Vehicle registrations processed.
• Forward invoices to AP as required.
• Obtain Contractors license as required.
• Works with all employees as a member of the team in a positive manner.
• Maintains confidentiality on all aspects of the company.
• Maintains excellent customer relations and corporate image, leaves customer with positive impression.
• All other duties as assigned.

QUALIFICATIONS

Education:

• High School Diploma Experience:

Experience:

• 1-2 years
• Accounting experience desirable

REPORTING RELATIONSHIPS

• Reports directly to the President/General Manager.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities.