Office manager - united states, tampa
office manager for engineer/design/construction company
• management of contract compliance.
o including but not limited to:
? contract review and compliance, insurance, bonds etc.
? assist with scheduling of projects
? health and safety documentation and meetings to comply with the contract.
? obtaining and maintaining required project insurances to meet compliance.
• contract files - create and maintain all contract files in both paper and electronic format.
• project repairs and replacement parts - manage project repairs and parts for completed projects. hire vendor or subcontractor as needed to fix any repair issues. work with design staff and vp if any question on repair or replacement product.
• purchasing
o create purchase orders and submit using buildertrend construction software
o maintain accurate lead times on purchase orders in buildertrend
o receive items and sync to quickbooks through buildertrend
o inspect and direct warehouse staff to organize and keep project items on separate pallets and labeled as received.
o work with warehouse staff to open and ensure correct product was received.
o maintain open purchase order report with correct information and noting lead time. follow purchasing through receiving.
o maintain purchasing files and documents.
• accounts receivable assist with ensuring timely billing to contractor on multiple construction projects.
• job progress documentation using buildertrend software, other tools, and software as necessary
• shipping: coordinate, tracking, prepare documents and packing as required for all domestic and international shipments.
• travel: book air, lodging and rental cars for all staff.
o document and track per projects.
• generate month-end reports for review by vp and project manager.
• verify all cost coding and general accuracy for the job cost ledger and contracts in progress.
• assist and provide support to vp, project managers, design team, and estimators as needed.
• manage office supplies, office cleaning repairs, security and other as needed.
• manage staffing time in office, per project and as vp request.
• opening and closing of office. must be reliant to be at office and on time. will be responsible for opening of office and closing.
• organize activities. (i.e., holiday parties, customer gifts, etc.)
must haves:
• reliability
• office software, outlook, excel, word at least
• quickbooks
• prior use and knowledge of project management software, uses buildertrend.
• high school education with other credits or certificates.
• office management experience
nice to have
• degree in business 2 year or more
• pm certificate
• experience in construction, engineering or design office
salary range: $50,000-65,000 annual salary plus benefits, staff health insurance, 4
equal opportunity employer/veterans/disabled
the company will consider qualified applicants with arrest and conviction records
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