Office Manager
Reports to Chief Financial Officer
Description
Coil Office Manager is a customer facing position that creates a welcoming environment by greeting visitors, answering phone calls, directing them to the appropriate staff members, managing appointments, and overseeing administrative tasks in a professional office setting.
Duties & Responsibilities
Office Hospitality & Communications:
  • Serves as the office greeter and takes care of visitors
  • Pleasant and welcoming demeanor both in person and on the telephone
  • Maintains company calendar and assist in scheduling
  • Orders lunches for meetings
  • Answer and direct phone calls
  • Sends mail and prepares transmittals as needed
  • Sorts/distributes mail
  • Assists in facilitating the signing of lien waivers by trade partners
  • Internal and external event planning and execution
Office Management:
  • Prepares the office for daily activities and meetings
  • Maintain meeting calendar
  • Maintains conference rooms for meetings
  • Maintains printers, copiers, scanners and other office supplies inventory
  • Assists administrators with the scanning, filing and archiving of construction documents/files
  • Maintenance and distribution of company phone lists
  • Conference Room A/V equipment training & maintenance
  • Troubleshoot/coordinate resolution of office IT-related issues
  • Order and Coordinate Setup (through third party consultant) of new computers, iPads and other computer hardware
  • Oversee company apparel ordering and maintaining inventory
  • Maintain database of construction project information
  • Assistance with project inquiries and job applications received through company website
Employee Relations:
  • Communicate at-large emails to company, notifying of company news and important information
  • Time Sheet reporting to accounting
  • Facilitate New Employee Orientation & Associated Documentation
  • Coordinate New Employee Training
  • Assist with Tracking of Sick and Vacation Days
Executive Assistance:
  • Access to Executive/Business Development Calendars and assists in scheduling meetings or planning travel
  • Assists in drafting memos for staff communications
  • Researching special topics and summarizing data for Executives
Preferred Qualifications, Skills & Experiences
  • Proficient in Microsoft and aptitude to learn new systems and procedures
  • Minimum High School Education
  • Strong organizational and time management skills
  • Analytical abilities
  • Exceptional attention to detail
  • Interpersonal skills
  • Hands-on experience with office machines and equipment
  • Ability to multitask
  • Problem solving mindset to see tasks through to completion
Working Environment
  • 100% Office
  • Monday through Friday, 7:30am to 4:30pm
  • On rare occasion, evening assistance is required for off-site/company events (1-2 times per year)
Supervision
  • Direct Supervisor: CFO
  • Reports to: Executive Team
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