AVP Office Manager

Platinum Maintenance Se•Beltsville, MD

117d•$60,000 - $70,000•Onsite

About The Position

The Office Manager is responsible for overseeing daily office operations, managing client communications, tracking work orders, and ensuring administrative processes are efficient. This role involves coordinating schedules, managing vendor relationships, processing payroll and expenses, and supporting various administrative tasks to ensure smooth operations for the Washington, DC branch.

Requirements

Maintain standard office hours, Monday–Friday, 9:00 a.m.–5:00 p.m.
Adjustments may be required for evening “cash job” start‑ups or operational field visits, with 24‑hour advance notice to the General Manager.
Ensure timely distribution of all nightly reports and client reminder communications.
Manage and track work orders for both cash jobs and maintenance contracts.
Serve as a primary liaison for client communication, including meetings, site walks, scope reviews, and issue resolution.
Maintain the Washington, DC branch backlog.
Maintain, Request and Provide COI’s and Workers Compensation Certificates to clients.
Organize and manage filing systems for contracts, vendor documents, and employee records.
Oversee office operations, including equipment, supplies, and administrative processes.
Manage scheduling to ensure effective coordination of contracted and cash project work.
Maintain and Procure materials for one time cash jobs and maintenance accounts. Procurement is through multiple vendors and need to ensure the proper policy and procedure is being followed.
Ensure that vendor portals are current and up to date.
Review and submit contracts after review with the sales team.
Attend Monday sales and operations calls (Sales: 9:30 a.m.; DC Operations: 10:00 a.m.).
Prepare, review, and process weekly payroll reports each Monday in coordination with the New York office.
Review upcoming project requirements and order all necessary stock and specialty materials each Monday.
Lead AR and sales notes reviews with the General Manager and sales team members on Wednesdays.
Process work orders for the upcoming week on Thursdays.
Submit sales notes on Thursdays.
Submit the finalized weekly schedule to both New York and DC teams each Friday; ensure availability for paycheck receipt and preparation of materials.
Maintain office cleanliness.
Oversee monthly employee expense processing, including: Draft review with General Manager on the 5th, Final review on the 10th, Submission to New York by the 10th.
Manage employee union benefits administration.
Maintain and update the DC master contract sheet.
Monitor and track company vehicle information.
Review invoices, secure required signatures, and forward all documentation to the New York corporate office.
Conduct quarterly reviews of contract billing and scheduling in collaboration with the General Manager.
Support quarterly audits of contract billing and scheduling.
Lead kickoff processes for all new maintenance contracts and cash jobs exceeding $6,000.
Adjust office schedule as needed to accommodate time spent in the field during evening operations.
Participate in RFP site walks as scheduling permits.
Support the interviewing and onboarding of new employees.
Submit background checks for sites requiring security clearance (including Stonebridge and Potomac Center).
Post updates to LinkedIn.
Follow established procedures for submitting vehicle maintenance receipts and material procurement documentation to the New York office.
Maintain office equipment/materials and coordinate procurement of staff uniforms with the General Manager and proper policy and procedure.

Responsibilities

Maintain standard office hours, Monday–Friday, 9:00 a.m.–5:00 p.m., with potential adjustments for evening or field visits with advance notice.
Ensure timely distribution of nightly reports and client reminder communications.
Manage and track work orders for both cash jobs and maintenance contracts.
Serve as a primary liaison for client communication, including meetings, site walks, scope reviews, and issue resolution.
Maintain the Washington, DC branch backlog.
Maintain, Request and Provide COI’s and Workers Compensation Certificates to clients.
Organize and manage filing systems for contracts, vendor documents, and employee records.
Oversee office operations, including equipment, supplies, and administrative processes.
Manage scheduling to ensure effective coordination of contracted and cash project work.
Maintain and Procure materials for one time cash jobs and maintenance accounts, ensuring policy and procedure adherence.
Ensure that vendor portals are current and up to date.
Review and submit contracts after review with the sales team.
Attend weekly sales and operations calls.
Prepare, review, and process weekly payroll reports in coordination with the New York office.
Review upcoming project requirements and order all necessary stock and specialty materials.
Lead AR and sales notes reviews with the General Manager and sales team members.
Process work orders for the upcoming week.
Submit sales notes.
Submit the finalized weekly schedule to both New York and DC teams.
Maintain office cleanliness.
Oversee monthly employee expense processing, including draft review, final review, and submission to New York.
Manage employee union benefits administration.
Maintain and update the DC master contract sheet.
Monitor and track company vehicle information.
Review invoices, secure required signatures, and forward all documentation to the New York corporate office.
Conduct quarterly reviews of contract billing and scheduling in collaboration with the General Manager.
Support quarterly audits of contract billing and scheduling.
Lead kickoff processes for all new maintenance contracts and cash jobs exceeding $6,000.
Adjust office schedule as needed to accommodate time spent in the field during evening operations.
Participate in RFP site walks as scheduling permits.
Support the interviewing and onboarding of new employees.
Submit background checks for sites requiring security clearance.
Post updates to LinkedIn.
Follow established procedures for submitting vehicle maintenance receipts and material procurement documentation.
Maintain office equipment/materials and coordinate procurement of staff uniforms.