Office Manager

Office Manager Job Description

This is a full-time position.

This Office Manager position is extremely important to the success of our operation. It is a key management position in the organization. In many ways, it is the hub of which all the spokes of the company connect. The position reports directly to the Integrator (Operations Manager) and supports the company by managing all administrative functions. There is a wide range of responsibilities and as a result, the office manager must embody our core values and be multi-talented.

Responsibilities:

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Office Administration

  • Ensure the office is organized and runs smoothly
  • Responsible for incoming calls – if new prospect, compile and enter lead details in BuilderTrend.
  • Set up new clients and accompanying data in Builder Trend
  • Develops and implements office systems and procedures
  • Manages and maintains computer network and ensures appropriate system backup
  • Responsible for operation and maintenance of office equipment and inventory of office supplies
  • Organizes documents in DropBox and BuilderTrend
  • Update and renew all insurance policies
  • Ensures all BuilderTrend contact lists for staff, vendors, and trade partners are maintained and updated.
  • Read and route all incoming mail as needed
  • Upload all invoices to shared accounting folder in Dropbox
  • Maintain employee files
  • Maintain Trade Partner files, requesting W9’s, COIs as needed
  • Maintain and Update Company procedures and policies
  • Assist all employees as needed with human resource issues

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Financial Administration

  • Create and monitor WIP reporting
  • Payroll – Enter time and pay weekly.
  • Accounts Payable, enter and upload to shared Dropbox for bookkeeping firm.
  • Create time & material invoices as needed
  • Work with Construction Manager to ensure receivables are efficiently collected
  • Monitors overhead costs to reduce wasteful spending
  • Communicates regularly with the bookkeeper

Design, Sales & Production

  • Enter all estimates into the project management system in a timely manner
  • Orchestrate and manage proximity mailings
  • Support staff as needed

Other

  • Participates in weekly, quarterly, and annual Level 10 meetings
  • Other miscellaneous duties as required or assigned

Qualifications:

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  • Meet or exceed company core value expectations and GWCs the position
  • Ability to stay on top of multiple projects
  • Adaptable to changing priorities
  • Intellectually sharp
  • Friendly, service-oriented, proactive
  • Complete projects accurately

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  • Must have a good working knowledge of computers, and Microsoft Office Suite software
  • Must have excellent communication skills
  • The ability to interact and communicate with crews, trade partners, and clients is crucial
  • Must be available for extended work hours if required
  • Must maintain a professional image, demonstrate a high level of integrity and confidentiality.
  • Continually enhances personal and professional development

We Offer Full Benefits:

JM Construction offers full benefits to our employees, including health insurance, paid holidays and vacations, and a 401(k) retirement plan (after 90 days of employment). We also offer employees opportunities in professional and career development, as well as the hands-on industry training that helps our team members adopt the best practices and the principles which will help them go far in the industry.

Pay is competitive and is based on experience and skills.

Apply Here:

We are an Equal Opportunity Employer.

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