Office Manager

As an Office Manager for a Base 360 LLC, you will be responsible for overseeing and managing the administrative, operational, and financial functions of the company's office. You will play a vital role in ensuring smooth daily operations, efficient communication, effective coordination, and accurate financial record-keeping. Your primary objective will be to create an organized and productive work environment that supports the overall goals and objectives of the construction company. This position will report directly to the CEO & VP. 

Tasks and Responsibilities:

Financial Management and Bookkeeping:

• Manage financial transactions, including accounts payable and receivable.
• Create monthly pay applications for each project (experience with AIA preferred)
• Process invoices, purchase orders, and expense reports accurately and in a timely manner.
• Reconcile bank statements and monitor cash flow.
• Prepare financial reports, including balance sheets, income statements, and cash flow statements.
• Collaborate with the accounting department to ensure accurate and timely financial record-keeping.
• Assist in budget development and monitor office expenses.
• Handle payroll processing and employee benefits administration.

Administrative Management:

• Manage and supervise administrative staff
• Establish and enforce office policies and procedures to ensure efficient workflow.
• Maintain office supplies inventory and place orders when necessary.

Communication and Correspondence:

• Facilitate effective communication between office staff, field personnel, clients, vendors, and contractors.
• Manage incoming and outgoing correspondence, including emails, letters, and phone calls.
• Prepare and distribute memos, reports, and other documents as required.
• Maintain and update contact lists and databases.

Human Resources Support:

• Maintain personnel records and ensure compliance with HR policies.
• Administer employee benefits programs and handle inquiries.
• Coordinate training sessions and professional development activities.

Project Support:

• Collaborate with project managers and field personnel to support project activities.
• Assist in document management, including organizing and maintaining project files.
• Prepare project-related reports, presentations, and documentation as required.
• Coordinate meetings, appointments, and travel arrangements for project teams.

Technology and Systems Management:

• Oversee the use of office equipment, software, and systems.
• Provide technical support to staff for computer hardware, software, and network-related issues.
• Evaluate and recommend improvements to office technology and systems

CEO & VP Assistance:

• Provide any additional support to the CEO & VP as necessary 

Qualifications and Skills:

• Bachelor's degree in business administration, accounting, or a related field (preferred).
• 3 Year’s experience with QuickBooks
• Proven experience as an Office Manager or in a similar administrative role, with emphasis on accounting and bookkeeping.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in office software applications (QuickBooks, Google Drive, Microsoft Office suite).
• Familiarity with construction industry terminology and processes.
• Knowledge of accounting principles and experience with financial management and bookkeeping.
• Ability to work independently, prioritize tasks, and meet deadlines.

Benefits:

• Paid time off
• Medical Insurance Reimbursement