Office Manager - AP Specialist

Description

Position Summary:

Provide comprehensive administrative support for the day-to-day operations of the operating unit. Serve as a resource for the President, Service and Production Departments by providing information, answering questions and assisting with administrative projects as needed.

Job Functions:

• Responsible for the administrative functions related to the daily needs of the office
• Responsible for Accounts Payable tasks
  • Scanning invoices
  • Credit memos/check requests
  • Run weekly cash requirement; cut checks and pay vendors
  • Set up vendors
  • Reconcile vendor statements

• Track and collect lien waivers from subcontractors/supplies
• Responsible for reconciliation, receipts, coding and processing for office credit cards
• Develop periodic reporting tools and deliver ad hoc reports as needed
• Responsible for fuel and credit card accounts; vehicle gas usage reporting
• Monitor alarm system and cameras
• Maintain common areas including conference rooms, reception area, kitchen
• Maintain office supply inventory and order new supplies; responsible for office equipment (copiers, fax) operation and maintenance
• Greet visitors, receive deliveries, schedule outbound pickups; sort and distribute incoming mail
• Responds to building maintenance requests

• Perform other related duties as assigned

Knowledge, Skills & Experience (Essential):

• High School Diploma or equivalent
• Ability to work independently and in a team environment
• Knowledge of office-related practices and procedures
• Computer skills and knowledge of office software packages including Microsoft Office Suite
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates
• Proficiency with Microsoft Word and Excel, including strong attention to detail

Knowledge, Skills & Experience (Desirable):

• Prior experience in the construction industry
• Prior experience with Accounts Payable processes
• Bachelor's degree or equivalent experience
• Knowledge of business and management principles

Key Competencies:

• Reliable and honest with a willingness to learn and be a team player
• Teamwork and collaboration
• Superb communication skills
• Sound judgment and ability to make decisions
• Well organized; adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative, adaptability and integrity
• Professional demeanor, including refusal to engage in gossip

Occupational Health and Safety:

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions:

Physical surroundings: Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 50 pounds

Travel: 0 - 5%