Office Manager

MasTec Utility Services•La Grange, NC

13d•Onsite

About The Position

The Office Manager ensures that day-to-day department operations are performed effectively and accurately. The role oversees office activities, projects, and employees and requires strong communication, problem-solving, and managerial skills. This is an in-office, non-remote position in a professional office environment.

Requirements

High school diploma or equivalent.
Five years of office management and executive administrative support experience.
Strong computer skills, including the ability to create spreadsheets for revenue tracking and reporting and develop presentations.
Demonstrated proficiency with Microsoft Office applications.

Nice To Haves

Associate degree in Business Administration or equivalent.

Responsibilities

Perform or oversee office and department administration, including accounting support, data entry, billing, inventory, record-keeping, and correspondence.
Provide support to multiple offices, supervisors, and clerical staff.
Process purchase orders and invoices weekly.
Process and investigate claims as needed.
Update and track documentation needed to complete jobs and submit them for billing.
Prepare bid submissions and set up projects for awarded bids.
Work with the Contract Manager on project setup and initial Oracle WOM unit rate schedules for primary contractors and subcontractors.
Manage bid bonds and contractor bonds for awarded projects.
Ensure project unit revenue is recognized weekly and revenue is entered and accounted for accurately.
Monitor project status and submit partial or completed jobs to customers to keep invoice submissions current.
Review the weekly Accounts Receivables report for customer invoice payments and collections.
Provide executive-level administrative support, including research, responding to information requests, reviewing, tracking and analyzing budgets, and maintaining project-management records and databases.
Implement policies and procedures to support smooth operations.
Maintain a close working relationship with high-level executives.
Process and submit executive expense reports, coordinate space, organize the office, and maintain paper and electronic files.
Update new-hire information, driver files, personnel changes, drug testing, and employee issues.
Perform other duties as required or assigned.