Job Description

Office Manager Job Description

Base Responsibilities:

Maintain a reliable office presence during regular business hours

Manage General Office activities

Maintain high standards in office presentation and office equipment performance

Answer phones, record messages, and respond to inquiries when appropriate

Respond directly to or forward to relevant staff all email inquiries

Receive and sort mail: sign for deliveries

Purchase office supplies, postage and groceries

Run errands as need it

Manage administrative details

Report directly to Company President of Operations

Function as personal assistant to Company President, including managing a calendar, scheduling meetings, letters and memos,

Cooperate with and assist Sr. PM and Jr.PM with change orders/ bids

Create and vet office system standard and procedures, maintain all record-keeping system, files and filling system

Control the corporate communications network, including coordination/liaising with jobsite personnel, client calls and inquiries, trade (sub)contractors, and/or Sr. PM and Jr. PM

Operate the corporate database including data-input, running general reports and maintaining data quality with regular backups and restores

Perform notary of the public duties for relevant office documents

Submit prequalifications when necessary

Prepare Bid Documents for ongoing projects.

Manage and upload social media content

Perform Accounting Duties To include bookkeeping and organization of account

Institute computer tracking system for account payables and accounts receivable

Liaise with client loan- officers to facilitate documents

Maintain accounts payable and accounts receivables, enter deposits, handle invoicing and bill payments. Track invoices for subcontractors and material providers; review invoices and change orders requests against contract documents, code invoices to expenses categories, Create AIA forms and submit on different platforms.

Monitor and prepare Senior Project Manager commissions as need it

Prepare and deposit checks

Make sure all bills are paid on time

Make sure all credit cards are paid and provide forecast of cash flow to CEO

Reconcile several accounts bank statements with QB on a monthly basis

Monitor, reconcile, and make payments for Suppliers

Generate Percent Complete reports, QB journal entries, Profit and Loss (P&L) reports, Balance Sheet, A/R Aging Summaries, and Cash Flow reports as need it

Process bi-weekly payroll and prepare reports

Track all city state and federal tax responsibilities

File all required city, state and federal tax payments and forms filings accordingly to relevant monthly (e.g. related to payroll), quarterly and annual schedules

Address employees queries regarding office management issues (e.g. stationary, Hardware and travel arrangements)

Plan in-house meetings, celebrations, and conferences

Process New Hire documentation

Organize tax and accounting information for year -end tax filing for external CPA

Understand and manage all insurance related issues and fillings

Provide CEO with feedback about current conditions of the company

Coordinate all company events

All other duties required

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