Austin, Texas
Office Manager Job Opening in Austin, Texas - Commercial General Contracting Company in business for 20+ years in the Austin, Texas area is seeking an experienced Office Manager position. The job includes general office management, coordination / communication with office & field staff, clients/vendors.
The successful candidate for this position would be well served to have prior Office Manager experience and having a background in the commercial construction industry is not a must, but would be a plus.
The candidate must also be able to professionally communicate both verbally as well as thru written correspondence. Also, this candidate must be adaptable to a fast-paced environment and effectively prioritize tasks to maximize production.
**Key component for candidate is to have a great attitude, great energy and become a good ambassador (and representative) for our company
Typically this is a 40-hour per week position (depending on circumstances, some overtime can come into play) - flexibility with schedule can take place
Desired :
Fast Paced oriented work schedule
Knowledge of the construction business and some accounting background
Accuracy (over speed) with documents and other work produced
Well organized, detail oriented, good follow up & follow through / keeping track of ongoing tasks
Upper level typing skills
Some accounting software knowledge (Computerease and Quickbooks are being used)
Some project management software knowledge (RedTeam is being implemented)
Thorough knowledge & experience regarding MS Office---Outlook, Word & Excel
Articulate, personable, exceptional people skills
Attention to detail, ability to multitask, advanced problem solving, ability to work under pressure and short timelines, quick learner, strong work ethic
Candidate must be prompt and timely regarding arrival to work, meetings, etc.
Position shall include some, if not all, the following scope;
Seek out and track vendors who routinely furnish services to the company. Keep spreadsheets separating the various vendor categories and routinely negotiate pricing to ensure best value is achieved
Create and maintain online filing system
Clean up common files
Organize these files
Act as liaison thru IT vendor for IT troubleshooting challenges
Position shall include some, if not all, the following scope; (cont)
HR processes and administration
Group Health - yearly review and collect/compare bids
Benefits enhancement
401K administration and coordinate payment w/ A/P Dept
Record keeping
PTO tracking, approvals
Adhering to federal and state record keeping regulations
Coordinate office needs relating to landlord, repairs, furnishings, equipment
Marketing ?
Website updating
Coordinate w/ bid publications
Mailouts
Participate in regular staff meetings
New project management software implementation
Organize and conduct weekly meetings w/ President (in conjunction w/ A/R Administrator)
Green/LEED ? (if applicable) Assist w/ collections of data
Project close out ? Assist with tracking down close-out items from vendors
Monitor Insurance ? Group health, commercial, etc..
Process credit applications and account set-ups for project related vendors/materials, and utility companies (Infrequent ? in most cases, the pre-typed ECI reference sheet should satisfy the share of the applications)
Handle vendor related calls
Maintain individual vendor pricing spreadsheets
Notary Public certification (paid for by company)
In addition to the above listed elements, familiarizing yourself with the AR processes will provide backup for continuity purposes. Our company has always maintained a team concept mentality to where each employee will wear multiple hats vs being tied down to a single skillset.
Job Type: Full-time
Salary: $40,000.00 to $45,000.00 /year
Job Location:
Austin, TX
Required experience:
Office Management: 3 years
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