Office Manager

ISEC Inc.•Nashville, TN

32d

About The Position

Responsible for general office administration and provides overall support to the entire region. This position will also assist the installation team with coordination and administration of projects from award through completion. May supervise an Administrative Assistant.

Requirements

Bachelor’s degree or equivalent experience in administrative support
High School Diploma or equivalent or at least two years’ experience in the industry
Some technical school or field experience
Proficient in MS Office Suite
Ability to handle confidential information
Ability to see opportunities for process improvement
Excellent verbal, written, analytical, organizational, and interpersonal skills
Ensures a high degree of accuracy and attention to detail
Demonstrated proficiency using Applicant Tracking and HRIS systems
Ability to organize and prioritize work effectively under deadlines
Strong written and verbal communication skills
Strong organizational and time management skills
Demonstrates commitment to deliver outstanding service – both with internal and external customers
Takes ownership to personally resolve customer problems (or find someone who can)
Listens well, asks clarifying questions, and checks for agreement with customers
Committed to following-up with customers in all instances in a timely manner
Strong sense of accountability - ensures that you will do what you say that you are going to do
Creates a personal connection with customers – smiles, warm greetings, acts friendly and respectful
Positive attitude

Nice To Haves

Bachelor’s degree
1 to 2 years of experience in the construction industry

Responsibilities

Assume other office management responsibilities as assigned (ex. event coordination, back up liaison to Property Management, set and maintain various overhead budgets)
Manage the Vehicle fleet, calendars, maintenance etc.
Recruit for field and admin positions (interns included).
Assisting with recruitment sourcing; advertise for, communicate with, screen, and set up interviews for candidates.
Coordinate and conduct onboarding and orientation efforts for field and admin employees.
Ensure all federal, state, and local compliance requirements are met for posters, policies, etc.
Prepare preliminary field installation work schedule. Verify schedule with Operations Managers / General Superintendent prior to installation meeting.
Update long term field installation labor schedule. Distribute it to the appropriate personnel.
Attend and sometimes conduct weekly field installation meetings, taking notes of pertinent information for Installation Dept.
Process installation dept. timecards (carpenters and support staff: i.e., drivers, temp help.) Check timecards for proper math, coding and submit timecards to payroll once signed off by all parties.
Verify the field installation files are set up by Project Management team and forwarded to foreman. Include copy of work codes, scope letter, sketches, labor estimates sheet, CTC, and any other pertinent information or correspondence.
Code and approve Installer’s expense reports.
Code and approve all installation department purchases done with Corporate purchase cards.
Maintain field installer personnel files. Develop a system to maintain and track Carpenters including tracking of all contact information, safety, certifications, and other pertinent information.
Issue final payments to field installers as requested by the Foreman/Superintendent.
Follow Affirmative Action hiring program for Construction Division projects.
When necessary, research and make travel arrangements for the installation crews.
Promote a positive atmosphere for safety excellence committed to the Safety Promise.
Developing and issuing the safety project files for all projects, including: SDS sheets, safety training records and certification, worker’s compensation clinic information, emergency phone numbers and required postings.
Distribute OSHA-300A summary sheets annually.
Track and assist in field related incidents and injuries.
Order and distribute personal protection equipment.
Maintain prescription safety glasses program.