Office Manager for a Family-Owned Commercial Glass Construction Company, Elysburg, PA

RELIABLE GLASS CONSTRUCTION, INC. - OFFICE MANAGER

JOB DESCRIPTION SUMMARY - The Office Manager is responsible for providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Point of contact for greeting walk in customers and answering phone.
• Assist Project Managers with project bids, change orders and correspondence.
• Prints plans and specifications as requested. Sets up project file; Bid date into Calendar & Logs.
• Send proposals out to all bidders by the deadline.
• Contact Architect for general contractor list.
• Search for projects to bid on, via websites.
• Keep job review log current. Prints for weekly schedule meeting.
• Keeps monthly calendar updated. Prints for weekly schedule meeting.
• Reviews proposal and any other document for grammar, spelling, clerical errors.
• Requests certificate of insurance as required.
• Fills out W9, General Manager signature.
• Requests product samples as required.
• Keeps delivery calendar up to date.
• Review payroll timesheets for job numbers; accuracy; logs time into projects.
• Keeps employee attendance records/vacation requests.
• Toolbox meeting logs (prints document & logs).
• Keep all electronic files and hard copies organized.
• Keeps whiteboard up to date (Proposals, jobs, service, small orders).
• Compares purchase orders/order acknowledgements for accuracy.
• Sends out project surveys.
• Schedule installations per general manager.
• Maintain job and field employee schedule calendar current.
• Vehicle maintenance processed.
• Work with the Accounting department to ensure invoicing and accounts receivable are maintained.
• Obtain Contractors license as required.
• Handle all incoming and outgoing mail.
• Maintains office supplies.
• Keep Shop inventory current.
• Assist in ordering stock materials as required.
• Generates emails, memos, proposals, change orders as requested.
• Organize and schedule meetings; Takes notes at weekly scheduled meetings.
• Assumes responsibility for maintenance of office equipment, computers, copy/printer/fax machine.
• Works with all employees as a member of the team in a positive manner.
• Maintains confidentiality on all aspects of the company.
• Maintains excellent customer relations and corporate image, leaves customer with positive impression.

Education:

• High School Diploma

Experience:

• 1-2 years
• Accounting experience desirable

REQUIRED SKILLS/ABILITIES

• Excellent verbal and written communication skills.
• Thorough understanding of managing administrative duties and practices.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Proficient with Microsoft Office Suite.
• Strong analytical capabilities.
• Requires individual to be prompt and dependable.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person