Office Manager Job Description
Base Responsibilities:
Maintain a reliable office presence during regular business hours
Manage General Office activities
Maintain high standards in office presentation and office equipment performance
Answer phones, record messages, and respond to inquiries when appropriate
Respond directly to or forward to relevant staff all email inquiries
Receive and sort mail: sign for deliveries
Purchase office supplies, postage and groceries
Run errands as need it
Manage administrative details
Report directly to Company President of Operations
Function as personal assistant to Company President, including managing a calendar, scheduling meetings, letters and memos,
Cooperate with and assist Sr. PM and Jr.PM with change orders/ bids
Create and vet office system standard and procedures, maintain all record-keeping system, files and filling system
Control the corporate communications network, including coordination/liaising with jobsite personnel, client calls and inquiries, trade (sub)contractors, and/or Sr. PM and Jr. PM
Operate the corporate database including data-input, running general reports and maintaining data quality with regular backups and restores
Perform notary of the public duties for relevant office documents
Submit prequalifications when necessary
Prepare Bid Documents for ongoing projects.
Manage and upload social media content
Perform Accounting Duties To include bookkeeping and organization of account
Institute computer tracking system for account payables and accounts receivable
Liaise with client loan- officers to facilitate documents
Maintain accounts payable and accounts receivables, enter deposits, handle invoicing and bill payments. Track invoices for subcontractors and material providers; review invoices and change orders requests against contract documents, code invoices to expenses categories, Create AIA forms and submit on different platforms.
Monitor and prepare Senior Project Manager commissions as need it
Prepare and deposit checks
Make sure all bills are paid on time
Make sure all credit cards are paid and provide forecast of cash flow to CEO
Reconcile several accounts bank statements with QB on a monthly basis
Monitor, reconcile, and make payments for Suppliers
Generate Percent Complete reports, QB journal entries, Profit and Loss (P&L) reports, Balance Sheet, A/R Aging Summaries, and Cash Flow reports as need it
Process bi-weekly payroll and prepare reports
Track all city state and federal tax responsibilities
File all required city, state and federal tax payments and forms filings accordingly to relevant monthly (e.g. related to payroll), quarterly and annual schedules
Address employees queries regarding office management issues (e.g. stationary, Hardware and travel arrangements)
Plan in-house meetings, celebrations, and conferences
Process New Hire documentation
Organize tax and accounting information for year -end tax filing for external CPA
Understand and manage all insurance related issues and fillings
Provide CEO with feedback about current conditions of the company
Coordinate all company events
All other duties required
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