Office Manager/Assistant Project Manager

eTEC Fire Protection, LLC•Richmond, VA

14d•$50,000 - $65,000•Onsite

About The Position

eTEC Fire Protection is searching for a full-time, on-site Office Manager/Assistant Project Manager to join our team. This individual plays a critical role in supporting the administrative, financial, and project management of the company. This position is responsible for managing daily office functions while assisting project managers with job setup, billing, lien waiver administration, and project documentation. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities.

Requirements

High school diploma or equivalent.
2+ years of office management or construction administration experience.
Strong proficiency in Microsoft Office (Excel, Word, Outlook).
Excellent organizational and multitasking skills.
Strong written and verbal communication abilities.
Ability to prioritize work and meet deadlines.
Consistently produces accurate, thorough, and high-quality work through a strong commitment to detail.
Demonstrates a positive attitude, works effectively in a team environment, and consistently upholds high standard of quality and accountability.

Nice To Haves

Previous construction industry experience, including familiarity with AIA billing and lien waiver processes, is preferred.
Knowledge of project management software such as Procore, Textura, GCPay, or similar platforms is a plus.

Responsibilities

Manage daily office operations and administrative functions.
Answer and direct incoming phone calls while providing a professional and welcoming first impression for customers, vendors, and visitors.
Oversee office supplies and equipment to ensure the office remains organized, stocked, and fully operational.
Organize and maintain electronic and physical filing systems.
Process daily bank deposits, including checks and ACH payments, ensuring timely and accurate recording of all transactions.
Follow up on outstanding invoices and manage collections to ensure timely payment of customer accounts.
Set up new projects by creating job files, entering project information into COINS, and ensuring all executed contracts are received and readily accessible.
Request, review, and maintain Certificate of Insurance (COIs) and bonds for projects.
Process change orders in COINS and maintain accurate executed records.
Assist with the preparation and submission of project billings, including AIA progress billings and lien waivers.
Coordinate with project managers, customers, subcontractors, and vendors to facilitate the timely processing of contracts, billing, lien waivers, change orders, and project correspondence.
Maintain accurate project files and document control systems to ensure compliance for audits.
Support management with special projects and other administrative duties as assigned.