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Office Manager

Job Title:         Office Manager

Department:      Office

FSLA Status:    Exempt

Manager:        President 

Innovative Contracting Solutions (ICS) is a commercial general contractor specializing in retail, office, healthcare, senior living, and industrial projects throughout the Southeast.  www.icsgc.com

Summary:

The Office Manager position as defined by the company entails management of all interoffice financial and administrative requirements of the company.  To aid management and project management staff in all aspects relating to the finances and administrative needs of the company.  You may visit our website to learn more about our company. 

Duties:

  • Maintain up to date and balanced financial records for all company accounts.
  • Manage all required documents for financial transactions.
  • Maintain reconciliations between accounting and project management systems to produce consistently accurate job cost reporting. 
  • Work with management and accountant to produce yearly financial documents necessary for taxes, insurance and licensing.
  • Manage payroll and reimbursements for ICS employees.
  • Manage office supplies, equipments, leases and agreements.
  • Process all necessary tax, insurance & liability filings, reports and payments.
  • Aid project management with vendor pay requests and procurement of necessary documentation to process payment.
  • Aid project management with pay requests to Owner on behalf of ICS and procurement of all required documentation.
  • Have a thorough understanding of all owner and subcontractor contracts. 
  • Maintain consistent and professional correspondence, both verbally and by way of email/fax, with all client representatives, designers, subcontractors, vendors, co‐workers, etc.
  • Practice and enforce safety upon your subordinates.
  • Prepare reports on progress along and adjust work schedule as required.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

  • Problem Solving ‐ Identifies and resolves problems in a timely manner; Develops alternative solutions.
  • Customer Service ‐ Manages difficult or emotional customer situations; Responds promptly to customer needs.
  • Written Communication ‐ Writes clearly and informatively.
  • Change Management ‐ Develops workable implementation plans; Communicates changes effectively.
  • Ethics ‐ Upholds organizational values.
  • Organizational Support ‐  Completes administrative tasks correctly and on‐time.
  • Dependability ‐ Be consistent and reliable in work hours as necessary to reach project goals.
  • Judgment ‐ Supports and explains reasoning for decisions.
  • Planning/Organizing ‐ Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources.
  • Safety and Security ‐ Observes safety and security procedures; Uses programs, equipment and materials properly.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

Bachelor's degree (B.A.) from four‐year college or university; or three to four years’ related experience and/or training; or equivalent combination of education and experience.

Language Ability:

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability:

Ability to apply mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have intermediate knowledge of Quickbooks; Microsoft Word; Microsoft Excel; and Microsoft Outlook.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is in an office environment; risk of electrical shock. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to stand; sit and talk or hear. The employee is frequently required to walk; use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 100 pounds. 

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