Office Manager - A/P Specialist
Position Summary:
Provide comprehensive administrative support for the day-to-day operations of the operating unit. Serve as a resource for the President, Service and Production Departments by providing information, answering questions and assisting with administrative projects as needed.
Job Functions:
Responsible for the administrative functions related to the daily needs of the office Responsible for Accounts Payable tasksScanning invoicesCredit memos/check requestsRun weekly cash requirement; cut checks and pay vendorsSet up vendorsReconcile vendor statementsTrack and collect lien waivers from subcontractors/suppliesResponsible for reconciliation, receipts, coding and processing for office credit cardsDevelop periodic reporting tools and deliver ad hoc reports as neededResponsible for fuel and credit card accounts; vehicle gas usage reportingMonitor alarm system and camerasMaintain common areas including conference rooms, reception area, kitchenMaintain office supply inventory and order new supplies; responsible for office equipment (copiers, fax) operation and maintenanceGreet visitors, receive deliveries, schedule outbound pickups; sort and distribute incoming mailResponds to building maintenance requestsPerform other related duties as assigned
Knowledge, Skills & Experience (Essential):
High School Diploma or equivalentAbility to work independently and in a team environmentKnowledge of office-related practices and proceduresComputer skills and knowledge of office software packages including Microsoft Office Suite Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associatesProficiency with Microsoft Word and Excel, including strong attention to detail
Knowledge, Skills & Experience (Desirable):
Prior experience in the construction industryPrior experience with Accounts Payable processesBachelor’s degree or equivalent experienceKnowledge of business and management principles
Key Competencies:
Reliable and honest with a willingness to learn and be a team playerTeamwork and collaborationSuperb communication skillsSound judgment and ability to make decisions Well organized; adept at planning work and managing timeExtreme attention to detail and high level of accuracyInitiative, adaptability and integrityProfessional demeanor, including refusal to engage in gossip
Occupational Health and Safety:
Compliance with workplace policies and procedures for risk identification, risk assessment and risk control Active participation in activities associated with the management of workplace health and safety Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace
Working Conditions:
Physical surroundings: Office environment with typical office machines and exposure to noise and temperature.
Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 50 pounds
Travel: 0 – 5%
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position. They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions. Tecta America reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business. Tecta America is an Equal Opportunity Employer.