Office Manager

About This Role:

Cardinal is seeking an Office Manager to join our dynamic and growing team. As an Office Manager, you will support the business at large and help improve workplace communication and efficiency. You will conduct yourself as a leader with high integrity and excellent attention to detail.

Responsibilities:

As an Office Manager, you will:

·        Review timesheets and make sure time is allotted accurately each week

·        Oversee department staff to ensure quality standards are met under the direction of the department manager or other senior managers

·        Ensure safety guidelines and regulation are followed on all job sites

·        Ensure company policies and procedures are followed by every employee in department

·        Maintain valid licenses and certifications for departmental employees

·        Report any accident/injury with proper documentation to the safety officer and human resources manager

·        Report any hiring efforts, concerns, write ups, terminations, etc. to human resources manager

·        Assist human resources with recruitment and training of employees

·        Enter new projects into our system and provide project details to appropriate personnel

·        Work with project managers, engineers, surveyors, crews, inspectors to check and review projects

·        Scan and file project documents; review and arrange all the documents related to project

·        Be responsible of planning project schedules for staff, if necessary

·        Ensure projects run smoothly by utilizing efficient and competent staff

·        Send out final surveys if necessary

·        Maintain constant communication with clients, project managers, crews, inspectors, etc.

·        Make sure projects are closed out quarterly and year end or set to appropriate status if further billing or time allocation is necessary

·        Ensure Work-in-Progress Aging report is cleared monthly

·        Prepare and process invoices to clients

·        Scan and file financial documents: payables, receivables, deposits, credit card receipts

·        Deposit checks daily, if received

·        Submit any accounts payable bills or information to the accounting department upon receipt

·        Enter credit card entries and file credit card receipts accordingly by department

·        Work with accounting department and billing managers regarding billing, financials, and invoicing, collections

·        Ensure that the costs and/or expenses of a project are in compliance with the client and/or the company’s budget

·        Review client invoice register regularly to ensure you are billing the minimum for your department

·        Review client invoice aging regularly to assist Account Receivables Administrator with collecting outstanding payments from clients

·        Perform notary of the public duties for relevant office documents

·        Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

·        Schedule office meetings, if necessary

·        Receive, sort, and distribute the mail

·        Coordinate repairs to office equipment

·        Deal with vendors for supplies, services, etc.

·        Aid other Departments, if needed

·        Answer and direct phone calls when needed

·        Order office supplies when needed

·        Perform other general office admin and project admin duties as assigned

Qualifications:

EDUCATION: A high school education or equivalent is required

EXPERIENCE: Minimum 3 years of experience as an Office Manager. Minimum 2 year of experience in Construction, Engineering and/or Surveying environment preferred

KNOWLEDGE OF:

·        Microsoft Office (required)

ABILITIES:

·        Ability to manage multiple projects, negotiate with prospective and existing clients

·        Possess good leadership, organizational and analytical skills to effectively deal with multiple tasks

• Possess good interpersonal skills, and effective written and verbal communication skills

·        Excellent time management skills and ability to multi-task and prioritize work

·        Attendance, punctuality, and reliability are essential requirements

Physical Requirements:

The physical demands described herein are representative of those that an employee must meet to perform the essential function of this job successfully:

·        Must be able to lift and carry or otherwise move 25/50/80 pounds regularly/occasionally

·        Must be able to drive a vehicle safely regular/occasionally

·        Must be able to deal effectively and reasonably with stress in the workplace without lost time or undue strain

·        Must be able to sit, walk, talk, and hear for extended periods of time

·        Must be able to type/key-in data and answer telephones frequently as needed

·        Must have specific vision abilities including close vision, distance vision, color vision, depth perception, and ability to focus

·        Must be able to see and respond to dangerous situations

·        Must be able to wear personal protective gear regularly/occasionally

·        Physical ability work including bending, squatting, reaching, stretching, sitting, standing, running, and climbing stairs

·        Must adhere to company policies, safety plan, and the project safety plan

About Us:

Cardinal Civil Resources (“CCR”) is a fun, productive business dedicated to the success of our employees, clients, and our communities. With our rapid growth and several strategic acquisitions, there is an excellent opportunity to begin a fulfilling and rewarding career at CCR. Our success depends on attracting the best talent and continuously striving to improve what we do and how we do it.

We offer competitive pay and comprehensive benefits package: Medical, Dental, Vision, Flexible Spending, Health Savings, Retirement Plan, Life Insurance, Paid Time Off, Paid Holidays, Employee Assistance Program, Professional Development Opportunities, and more.

EEO Statement:

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.