AVP Office Manager

Job Description

Job Description

Platinum Maintenance - DC Office - Office Manager  General Responsibilities

• Maintain standard office hours, Monday–Friday, 9:00 a.m.–5:00 p.m. Adjustments may be required for evening “cash job” start‑ups or operational field visits, with 24‑hour advance notice to the General Manager.
• Ensure timely distribution of all nightly reports and client reminder communications.
• Manage and track work orders for both cash jobs and maintenance contracts.
• Serve as a primary liaison for client communication, including meetings, site walks, scope reviews, and issue resolution.
• Maintain the Washington, DC branch backlog.
• Maintain, Request and Provide COI’s and Workers Compensation Certificates to clients
• Organize and manage filing systems for contracts, vendor documents, and employee records.
• Oversee office operations, including equipment, supplies, and administrative processes.
• Manage scheduling to ensure effective coordination of contracted and cash project work.
• Maintain and Procure materials for one time cash jobs and maintenance accounts. Procurement is through multiple vendors and need to ensure the proper policy and procedure is being followed.
• Ensure that vendor portals are current and up to date
• Review and submit contracts after review with the sales team.

Weekly Responsibilities

• Attend Monday sales and operations calls (Sales: 9:30 a.m.; DC Operations: 10:00 a.m.).
• Prepare, review, and process weekly payroll reports each Monday in coordination with the New York office.
• Review upcoming project requirements and order all necessary stock and specialty materials each Monday .
• Lead AR and sales notes reviews with the General Manager and sales team members on Wednesdays.
• Process work orders for the upcoming week on Thursdays.
• Submit sales notes on Thursdays.
• Submit the finalized weekly schedule to both New York and DC teams each Friday ; ensure availability for paycheck receipt and preparation of materials.
• Maintain office cleanliness

Monthly Responsibilities

• Oversee monthly employee expense processing, including:
  • Draft review with General Manager on the 5th
  • Final review on the 10th
  • Submission to New York by the 10th
• Manage employee union benefits administration.
• Maintain and update the DC master contract sheet.
• Monitor and track company vehicle information.
• Review invoices, secure required signatures, and forward all documentation to the New York corporate office.

Quarterly Responsibilities

• Conduct quarterly reviews of contract billing and scheduling in collaboration with the General Manager.
• Support quarterly audits of contract billing and scheduling.

As‑Needed Responsibilities

• Lead kickoff processes for all new maintenance contracts and cash jobs exceeding $6,000.
• Adjust office schedule as needed to accommodate time spent in the field during evening operations.
• Participate in RFP site walks as scheduling permits.
• Support the interviewing and onboarding of new employees.
• Submit background checks for sites requiring security clearance (including Stonebridge and Potomac Center).
• Post updates to LinkedIn.
• Follow established procedures for submitting vehicle maintenance receipts and material procurement documentation to the New York office.
• Maintain office equipment/materials and coordinate procurement of staff uniforms with the General Manager and proper policy and procedure.