Office Supervisor

Gilbane Building Company•Newark, NJ

4h•$85,000 - $105,000•Onsite

About The Position

Gilbane is seeking an Office Supervisor to oversee the daily administrative operations of a Business Unit (BU) office and support executive(s) within the office. Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. As a Top-10 ENR Contractor, Gilbane is consistently recognized as one of the most reputable construction management firms in the country, committed to delivering projects safely and on-time. The company is dedicated to building a diverse, inclusive, and authentic workplace.

Requirements

Associates or Bachelor’s degree in business or related field
5 or more years’ experience in an Executive Assistant role
Experience in the Architecture, Engineering, or Construction industries preferred
Or equivalent combination of education and experience
Excellent writing and communication skills
Ability to efficiently schedule taking time management and travel logistics into consideration when scheduling
Must be Proficient Microsoft Office (Excel, Word, Power point, Outlook)
Exceptional organization skills
Excellent interpersonal skills
Ability to work well with all levels of internal management and staff, such as the firm’s CEO and executives direct reports, as well as outside clients and vendors
Exceptional organizational skills to ensure regular deadlines are met and content is accurate

Responsibilities

Manages the day-to-day office operations including supervising clerical office staff, reviewing and replenishing kitchen supplies inventory, organizing various employee functions, coordinating office procedures, and managing the ordering of supplies as needed
Acts as a liaison between staff and leadership, promoting a productive and organized work environment
Works closely and effectively with the executive to keep them well informed of upcoming commitments and responsibilities; acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated; represents the executive and company in the utmost professional manner
Researches, prioritizes, and follows up on incoming issues and concerns addressed to executive, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response and ensures completion of those actions
Conserves executives time by reading, researching, and routing correspondence/emails, drafts letters and documents, collects and analyzes information, and initiates telecommunications
Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead the BU
Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences, and travel and reviews calendar on a weekly basis for planning time accordingly; assists executive in arriving and ending appointments in a timely manner to best utilize his time
Maintains and submits the executive’s expense report ensuring timely and accurate submittal of expenses
Maintains company and customer confidence and protects operations by keeping information confidential
Prepares reports by collecting and analyzing information and provides historical reference by developing and utilizing filing and retrieval systems; records meeting discussions
Contributes to management team effort by coordinating and facilitating various management meetings and recording minutes as needed
May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs
Creates training schedules for BU/departments and communicates scheduled company training opportunities to employees to encourage participation
Organizes and executes trainings and events including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering
Trains direct reports on processes, procedures, and completion of daily tasks
Manages workload and performance of direct reports, ensuring alignment with overall company standards
Fosters a positive and inclusive work environment to motivate and engage team members
Aids in communicating company and department strategy to direct reports