Construction Office Manager

Potawatomi Federal Solutions, LLC•MD-Frederick, MD

3d•Onsite

About The Position

The Office Manager is responsible for the administrative tasks related to processing and tracking the various construction management processes associated with subcontracts, POs, insurance, bonding, certified payroll, etc.) and for performing other accounting and office related tasks (A/P & A/R tracking, obtaining office supplies, answering phones, etc.) which allows the project management team to focus on their core responsibilities associated with project performance. The primary responsibility of the Office Manager is to maintain a well organized and functioning office that facilitates an efficient work environment that conveys a tone of professionalism as seen through the eyes of the various internal and external project stakeholders.

Requirements

Direct Experience with Procore –Set up and maintain projects, directories, subcontracts, and contractual information.
Timecards and monthly reporting experience required- collect hours, create and distribute monthly report, prepare hours and overage report for monthly billing. (acting as Assistant Project Manager).

Nice To Haves

Minimum of five years of direct experience preferred
An understanding of construction terminology and the CSI indexing system highly desired
High level of proficiency with spreadsheets and the complete MS Office Suite of Software
The ability to readily learn and use project specific software used in performing the administrative functions of the position
FSO/Security and Access Manager: Responsible for all security and access badging applications and requests for Silver Lake Construction and Joint Ventures employees and numerous subcontractors. Confidential handling of personally-identifiable information (PII). Processed 1,000+ badge applications and site visit requests for various projects, including those for the FBI, NIST, DHS, Pentagon, Tinker AFB, and Arlington National Cemetery.
Notary Public: Review projects’ monthly billing, AIA Document G702 “Application and Certificate for Payment” and notarize Contractor’s Certificate. Provide additional Notary Public service as needed.
Preparation of Bid, Performance and Payment Bond requests and dissemination of bonds to proposal team; and upon contract award, delivery of bonds to contracting officers/COR as part of the contract administration process with SLC Project Managers. Deliver corresponding subcontractors’ performance and payment bonds to SLC’s surety.

Responsibilities

Support the project management team in the construction process throughout all phases of the lifecycle of a project to include estimating, negotiation, contracting, buyout, construction administration and closeout of individual projects and/or task order projects at large by copying, distributing and filing all routine correspondence;
Work with the project management team to prepare the monthly applications for payment by accumulating, copying and filing all required backup (utilizing a check list) and by tracking the progress of the applications to make sure that all processing steps are complete by the required due dates;
Obtain all delivery receipts and others forms of daily reports and/or backup that is related to the delivery of materials. Accumulate the backup in an alphabetical file for use when the invoices come in;
Work with home office Accounts Payable to control the workflow of all invoices, to include: matching up delivery receipts with invoices, cost coding, obtaining the project managers approvals and by returning the signed off invoices with all appropriate backup to the home office in a timely manner;
Collect all timecards, verify that cost coding and all other elements are filled out properly, once approved, forward all timecards to the payroll department prior to the date and time due;
Be the onsite liaison for minor HR matters that involve making forms available, assisting newly hired employees, performing startup and closeout paperwork on employees (utilizing checklists), etc.
IT Liaison – Set up network room and assist with maintaining network and computer systems for SLC Frederick Maryland office, as well as for the jobsite trailer(s).
Perform final edits, copy, distribute and file subcontract agreements, change orders, purchase orders, etc.;
Obtain insurance and signed subcontracts/POs from all vendors and maintain a paper based file and an electronic log of the status of the insurance certificates and signature of all project documents;
Accumulate certified payrolls & other compliance documents for self-performed and subcontractor work for all active trades. Copy, file & distribute required documents monthly incidental to preparing applications for payment;
Maintain all project files (paper and electronic) and the transfer of documents between the field office and all stakeholders in a high state of order in which documents are readily locatable.
Maintain a current project directory list of phone numbers and email addresses for all major stakeholders involved in each project and routinely distribute the list once a month;
Identify, label, copy and distribute project drawings and specifications (paper and electronic format);
Maintain a reasonable inventory of office consumables (office supplies, bottled water, coffee, etc) and order the various supplies based on a periodic schedule;
Maintain an awareness of where all staff are at all times to be able to respond to telephone calls and visitors needs to locate people and/or to address issues;
Publish, copy, distribute meeting agendas, logs, attachments and minutes for the weekly staff meetings and other adhoc meetings as required;
Facilitate the movement of paper documents by processing mail and express mail services both inbound and outbound on a daily basis;
Maintain a clean office environment via a combination of the help of others;
On a daily basis keep all Printers, Copiers and Fax Machines filled with paper, toner and in a good state of order;
Provide timely and cordial interaction with supporting work groups, such as Accounting, HR, IT, Proposals, etc.;
Participate in life-long learning opportunities and professional development; and
Participate in weekly staff meetings and focused work group functions.