Office Manager

Watterson Environmental Group LLC•Fort Lauderdale, FL

5d•$48,000 - $67,000

About The Position

The Office Manager collaborates with team members to support construction, restoration, and mitigation projects at various phases. The role assists with oversight of the administrative team, cash management, and quality control, while providing outstanding customer service to customers and preferred insurance carriers. This is a full-time, salaried position involving the planning, organization, and supervision needed to support renovation and restoration project management. The Office Manager supports daily office operations, project administration, accounting processes, subcontractor compliance, file and document quality control, and communication among project managers, estimators, clients, subcontractors, field teams, and corporate teams. The position may require assistance with CAT events and EMS services after hours or on weekends, as needed.

Requirements

2–3 years of prior office management experience.
High school diploma or GED.
Proficiency in Microsoft Office, including Word, Outlook, and Excel, and other general computer software.
Experience working with project management software and other software programs.
Prior experience handling administrative and accounting responsibilities.
Strong organization, attention to detail, and ability to multitask in a fast-paced environment.
Ability to follow verbal and written instructions.
Ability to process emails and handle tasks in a timely, accurate, and professional manner.
Willingness to learn and grow with the company.
Positive attitude and sense of urgency.
Excellent written and verbal communication skills.
Above-average computer skills.
Process-oriented approach.
Ability to build trust with peers and encourage collaboration and problem-solving.
Ability to work across more than one vertical and keep the team on task.
Ability to perform essential functions in an office or job-site environment, remain stationary and/or move around the workplace as needed, and operate standard office and job-related equipment.
Ability to sit for prolonged periods and drive to field sites as needed.
Ability to occasionally reach, bend, kneel, climb, and lift or move items weighing up to 20 pounds.

Nice To Haves

1–2 years of industry experience preferred.

Responsibilities

Help manage daily office operations.
Manage the corporate credit card expense process and ensure the team provides job-costing information on time.
Oversee technicians’ timesheets and timecard entry.
Pull weekly accounting reports and send them to the corporate office.
Set up, track, and update projects in project management systems with project managers on a daily and weekly basis.
Provide backup accounts receivable and accounts payable support for corporate invoicing when needed.
Provide administrative support to project managers, estimators, and administrative assistants; act as a liaison among project managers, estimators, clients, and subcontractors.
Audit electronic project files in SharePoint for required-document accuracy.
Perform data entry and maintain the ERP for supported projects.
Communicate relevant project information accurately and effectively to project managers, sales estimators, and other team members.
Track multiple projects simultaneously.
Gather documents for new subcontractors and follow up with existing subcontractors regarding non-compliance.
Complete assigned duties correctly, on time, and as directed, and adhere to company policies and procedures.
Use advanced word-processing and spreadsheet skills, Microsoft Office, and other software packages as needed.
Communicate with property owners to obtain paperwork, work authorizations, and certificates of completion.
Coordinate file-review meetings to confirm team members have appropriate documentation and updates, or work directly with mitigation managers to ensure paperwork is submitted and reviewed daily.
Ensure field teams are trained on relevant field documents, time entry, and receipts.
Assist with CAT events as needed.
Work after hours or on weekends as needed to assist with EMS services.
Promote a high level of client satisfaction and a positive client experience.
Assist local business development representatives with onboarding new clients and help the corporate billing team establish appropriate client invoicing processes, including portals and email chains.
Perform other duties as assigned.