Assistant Office Manager 233 views

Job Description

We are currently looking to hire an Assistant Office Manager for a general contractor who specializes in high end retail store construction projects. Must be flexible and adaptable. Excellent oral, written, and interpersonal communication is a must including telephone/email etiquette and professionalism.


Job Requirements

  1. Reviewing incoming Service Request via email, create estimates for each specific project using QuickBooks
  2. Answer and direct incoming calls and taking messages as necessary
  3. Address and prioritize queries and requests regarding office management issues or tasks
  4. Assist staff with project closeout responsibilities, accounting, and maintenance of cost reports
  5. Process weekly payroll and assemble monthly pay requests to owner and monthly billings from subcontractors
  6. Tack and maintain subcontractor and supplier records
  7. Schedule, coordinate, and organize/maintain team calendars, team meetings
  8. Take on additional duties and responsibilities as assigned
  9. Obtaining and reviewing certificates of insurance (COI) for corporate clients to ensure compliance
  10. Payment of vendor invoices at the end of each week. End of the month summary for the owner on outstanding invoices
  11. Reminder emails after 30+ days overdue invoices to each client and accounting department
  12. Create proposals and bids for upcoming projects
  13. Monitor costs, including labor time and material
  14. Maintaining filing system of paper and electronic documents (including project directory, master file index, and subcontractor index) and office supplies/equipment
  15. Distribute incoming mail to project staff/division offices and package/distribute outgoing mail

How To Apply

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