Office & Operations Manager

Job Description

Job Description

What You'll Be Responsible For:

Office & Business Operations

• Manage the day-to-day administrative operations of the company.
• Keep company systems, files, records, and processes organized and up to date.
• Help develop and maintain office procedures and workflows. Identify inefficiencies and recommend improvements.
• Track outstanding items and proactively follow up with employees, customers, subcontractors, and vendors.
• Maintain company calendars, internal & external meetings, deadlines, and critical dates to ensure commitments are met.

Construction & Project Administration

• Maintain accurate project information in JobTread, our project management software, and other company systems.
• Assist Project Managers with projects from setup to closeout. Ensure project files are complete, accurate and organized
• Prepare and track contracts, change orders, purchase orders, and other project related documentation.
• Help coordinate permits, schedules, material selections, and customer information.
• Maintain subcontractor and vendor documentation (e.g. certificates of insurance, W-9s, subcontractor agreements, lien waivers, etc.).

Accounting & Financial Administration

• Assist with accounts payable and accounts receivable. Track outstanding items and follow up when necessary.
• Prepare, process and organize incoming and outgoing invoices.
• Assist with credit card and receipt reconciliation.
• Coordinate information needed for payroll and accounting.
• Maintain accurate financial documentation for each project.

Customer & Subcontractor Communication

• Serve as a professional point of contact for customers, subcontractors, vendors, and other business partners.
• Respond to calls and emails in a timely and professional manner.
• Follow up on missing information, documentation, selections, approvals, and outstanding items.
• Help customers understand the next steps throughout the construction process.
• Maintain strong relationships with our subcontractors and vendors.

Required Experience

• 3+ years of office management, operations, project administration, accounting, or similar experience.
• Outstanding communications skills (both verbal and written) and the ability to communicate effectively and persuasively with various audiences, internally and externally
• Use of processes & systems to manage projects, timelines, and tasks. Experience with a professional project management software is a plus.
• Basic understanding of accounting or bookkeeping.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook

Preferred Experience

• Experience working in the construction industry for a: general contractor, home builder, remodeler, subcontractor, etc.
• Experience with a construction project management software, JobTread experience is a plus.
• Managing Accounts Payable (AP) and Accounts Receivable (AR), including issuing invoices, processing vendor bills, and maintaining clean financial records

We value relevant experience, capability, attitude, and ownership more than a specific college degree.

Please submit your resume along with a brief explanation of why you believe you would be a good fit for this position.

In your response, please tell us about a position where you were responsible for keeping multiple people, projects, or deadlines organized and what systems you used to make sure things didn't get missed.

Getty Construction is a growing design-build general contractor serving residential and commercial clients throughout the Twin Cities and surrounding areas.

Company Description

Getty Construction is a growing design-build general contractor serving residential and commercial clients throughout the Twin Cities and surrounding areas.