Office Manager

Valiant Architectural Millwork is a family-owned millwork company committed to providing the highest level of quality and service in the industry. We specialize in manufacturing commercial millwork, mainly for medical facilities and educational institutions, partnering with General Contractors and trade professionals throughout New England. In addition, we service high end residential clients via our sister company, Grand Banks Building Products. With a strong reputation built on over 60 years of operations, Valiant Architectural Millwork is experiencing steady and consistent growth. We are seeking an enthusiastic, organized, and inquisitive professional to handle the day-to-day administrative needs of the front end of our business. This individual will be based out of our facility in Amesbury, MA, full-time, Monday-Friday. Key Responsibilities Take ownership of the preparation of newly awarded projects. This includes but is not limited to reviewing contractual documents for job specifications and project timelines, financial commitments, payment methods/system requirements, insurance requirements, etc. You will be responsible for collaborating with the Estimator & Project Manager to ensure all project requirements are met and that project is set up with all systems both internally and externally. Provide administrative assistance to our front-end team as needed, including scheduling internal project meetings, preparing/sharing meeting notes, data entry/estimating software system management, handling company-wide communications, etc. Ownership of preparing and submitting monthly progress billing/supporting documents to all contractors for each between the 15th-25th of each month with the assistance of the Project and Production Managers. Take the lead in tracking Change Orders as they relate to monthly progress billing. Provide first-line support for office-related needs. You will be responsible for the overall appearance and organization of the office, maintaining office supply inventory, and escalating/coordinating solutions to facilities issues. Support Accounts Receivable/Payable and billing functions. Adjust Valiant’s monthly inventory of stock materials in QuickBooks in collaboration with the Purchasing Manager. Oversee payment schedules for Valiant’s Sub-Contractors/Installers tracking and submitting their monthly billing requisitions. Reconcile project costs against estimates and review, document and share profitability with key players. Assist Project Managers with job functions such as sample & material submittals, communication with subcontractors, purchasing, vendor coordinator/ change order logs, delivery logistics and post sales service needs. HR Tasks Support hiring logistics and onboarding for new team members. Process weekly payroll for company. Work collaboratively with Team Leadership to field employee questions and feedback in a constructive, problem-solving focused manner. Manage Time Off Requests/Schedule. Plan and coordinate company events, including lunches, annual gatherings, and off-site functions. What You’ll Need 3 - 5+ years professional experience in the millwork/building material and / or construction industries is required. Applicants with experience completing monthly progress billing in Quantum and Textura is strongly preferred, but not required. Applicants who have previous experience with QuickBooks will be prioritized. A positive, flexible, can-do demeanor, professional demeanor. Must possess excellent written and verbal communication skills. Must be available during the 15th-25th of each month. You may be required to work extra hours during this time each month to successfully submit monthly billing requests. Benefits Competitive pay Retirement with employer matching Health insurance Paid time off Ability to play an integral role on our team! The position is located at our shop in Amesbury, MA 01913 Join the team! #J-18808-Ljbffr Mainerafting