Office Manager/Executive Assistant

Job Description

Job Description

Office Manager/Executive Assistant

Great opportunity for a detail orientated individual with a minimum of 5+ years’ experience in construction administration, looking to grow with a 55-year-old vertically integrated construction company. The focus of this position is not only client satisfaction and employee relationship management but also assisting the President of the Company. You will help build awareness about our products and services. We pride ourselves on being a “We” Company that takes the safety of our employees very serious!

We service the Residential, Commercial and Industrial markets in the construction industry and perform work throughout the United States and Canada. Our ideal candidate has experience a fast paced construction environment while managing and inspiring a team. He/she will be comfortable with day-to-day activities, as well as long-term strategy, thriving with tight deadlines and changing needs. If you are a people-person who loves the a rewarding challenge of being part of a growing company, we want to hear from you!

Must Have the Following:

• 5+ years in construction office experience
• Knowledge of office administrator responsibilities, systems and procedures
• Excellent written and verbal communication skills, strong organizational skills, detail-oriented and conscientious
• Proficient in computer skills
• Excellent time management skills and ability to multi-task and prioritize work
• QuickBooks experience (AIA billing experience a plus)
• AP/AR, Payroll and Job Costing experience

Construction Office Manager Duties & Responsibilities:

• Serve as the point person for duties including: maintenance, mailing, supplies, equipment, bills, errands, office supplies
• Answer phones/schedule appointments; copy, scan, and file documents; greet and direct visitors; maintain professional appearance
• Weekly maintenance of office condition and cleanliness
• Organize office operations and procedures as necessary
• Assist in the onboarding process for new hires
• Organize and manage Accounts Payable/Accounts Receivables
• Manage in-house Payroll processing on a weekly basis
• Prepare and Update Safety Programs as needed
• Establish and maintain job contract files
• Type Residential proposals and send to client
• Mange follow ups with residential clients
• Work with subcontractors to ensure paperwork is in order including contracts, CCB status checks, insurance certificates, and lien releases
• Track and process invoices for subcontractors and material providers; review invoices and change order requests against contract documents; code invoices to expense categories
• Prepare monthly Workman’s Compensation Reports, Certified Payroll Reports, and Union Reports
• Communicate with senior management about initiatives and project metrics, as well as brainstorm fresh strategies
• Provide high-level administrative support to the President, including managing calendar, scheduling meetings, and handling confidential correspondence
• Prepare reports, presentations, and correspondence for the President and senior management
• Assist with travel arrangements, expense reports, and meeting coordination
• Serve as a liaison between the President and internal teams, clients, vendors, and external stakeholders
• Help track and monitor key project metrics and company initiatives
• Support the President with special projects, strategic initiatives, and follow-up on action items
• Communicate with senior management regarding company initiatives, project performance, and brainstorm fresh strategies to support company growth

Benefits Offered:

• Competitive Wages DOE
• Paid Holidays

• Paid Vacation Days

• Medical & Dental Insurance
• Uniforms (Shirts)

• 401K/Profit Sharing

• Employee Appreciation/Outings such as Phillies games, golfing, bowling, BBQ’s, Gift Cards

You can email your resume to View email address on ziprecruiter.com