Office Manager/Exec Assistant

Massaro Construction Group•Pittsburgh, PA

19h•Onsite

About The Position

The Office Manager /Executive Assistant is responsible for managing the administrative functions of the office along with the day to day support of the executive team. This is an in-office, five days a week position. No remote work. GENERAL DUTIES: Schedule and coordinate meetings and schedules for group. Perform a variety of clerical duties in support of department Maintain and order office supplies Establish and maintain files, both physically and electronically Track specific department information and prepare reports as needed Represent the company in a professional manner to outside vendors, subcontractors and clients Provide telephone support for department Prepare and send departmental correspondence and packages Open, sort, and distribute incoming mail and packages. Reproduce drawings, reports and correspondence as required Be readily adaptable to assist other departments as required Ensure that all departmental areas are stocked and functional at all times, including but not limited to: Copiers/Printers; Work islands; Break room and coffee station; and conference rooms JOB SPECIFIC DUTIES: Coordinate company events and meetings both on and offsite. Order, stock and maintain Company Supplies Order, stock and maintain Company Lunchroom Maintain and schedule company pool vehicle usage Coordinate and schedule all office moves, including furniture, phones, and fixtures Fiscal responsibility for annual office operating budget Maintain all company vehicles and records pertaining to fleet management, including registrations, titles, MVR and insurance checks for employees Serve as company purchasing manager for: office supplies/furniture and company vehicle Make travel arrangements for company personnel

Requirements

High School diploma and/or degree from Business school
Must have excellent written and verbal communication skills
Ability to communicate effectively before groups of customers or employees
Must be computer literate with proficient knowledge of Microsoft Office Suite
Ability to multi-task, detail-oriented
Ability to support multiple managers and prioritize work
Maintaining confidentiality in work performed is of critical importance

Responsibilities

Schedule and coordinate meetings and schedules for group
Perform a variety of clerical duties in support of department
Maintain and order office supplies
Establish and maintain files, both physically and electronically
Track specific department information and prepare reports as needed
Represent the company in a professional manner to outside vendors, subcontractors and clients
Provide telephone support for department
Prepare and send departmental correspondence and packages
Open, sort, and distribute incoming mail and packages.
Reproduce drawings, reports and correspondence as required
Be readily adaptable to assist other departments as required
Ensure that all departmental areas are stocked and functional at all times, including but not limited to: Copiers/Printers; Work islands; Break room and coffee station; and conference rooms
Coordinate company events and meetings both on and offsite
Order, stock and maintain Company Supplies
Order, stock and maintain Company Lunchroom
Maintain and schedule company pool vehicle usage
Coordinate and schedule all office moves, including furniture, phones, and fixtures
Fiscal responsibility for annual office operating budget
Maintain all company vehicles and records pertaining to fleet management, including registrations, titles, MVR and insurance checks for employees
Serve as company purchasing manager for: office supplies/furniture and company vehicle
Make travel arrangements for company personnel