Office Manager - Dallas, Texas

Position Overview

The Office Manager plays a key role as the first point of contact, welcoming and directing visitors, answering telephones, and providing essential clerical and customer service support to the office.

This individual will engage with visitors, clients, and subcontractors, offering assistance by answering routine questions, providing general information, handling phone inquiries, performing data entry, typing, scanning, and ensuring the comfort of guests by offering beverages.

Additionally, the Office Assistant / Manager will be responsible for maintaining the needs of the building and supporting office staff.

Functions of Position

The Office Assistant / Manager will be the first point of contact for the company and will provide basic clerical support across the organization.

Handle the flow of people through the business and ensure all responsibilities are completed accurately and delivered with high quality in a timely manner.

Multi-tasking : answering phones, greeting visitors, preparing the conference room for meetings, managing inbound and outbound mail / deliveries / packages, basic supply inventory, stocking, and managing IT service email and calls etc.

General Office

• Serve visitors by greeting, welcoming, directing and announcing them appropriately
• Answer, screen and forward any incoming phone calls while providing basic information when needed
• Receive and sort daily mail / deliveries / couriers, and samples
• Dispatch courier (to include FedEx & Courier) as needed along with reconciling Dispatch Service invoices
• Maintain conference rooms for meetings throughout the day to include stocking with fresh coffee, protein bars, LGE water and essentials as needed
• Take out the trash every night in both kitchens, conference rooms, reception area, and restrooms
• Lock front doors as needed via Pdk.io program
• Unload the dishwasher in the morning and start the dishwasher in the evenings.
• Keep a tidy lobby.
• Manage Uber account by reconciling and obtaining vouchers when needed
• Maintain inventories for all branded items
• Put together new hire wine / gift card and "Welcome card" package
• Stock daily treats in the café
• Maintaining gym towels and equipment wipes. Insuring gym towels are washed and replenished.
• Any and all other duties required to successfully fulfill the role

Facilities

• Call in or email all service requests to include plumber, refrigerator, and all copier maintenance / service requests including the wide format KIP Printer
• Keep facility maintenance contracts up to date

Purchasing

• Maintain and order office supplies
• Maintain bottled water inventory
• Coordinate with marketing on ordering all branded items; shirts for superintendents, new hire shirts, and semi-annual subcontractor safety shirts
• Order cold brew, CO2 and nitro as needed
• Order flower arrangements as needed

Projects

• Assist with scanning, typing, filing, label making, folder assembly, data entry etc. as needed
• Receive and save off all invoices for office supplies, maintenance and all others related to the office
• Amex - Pull weekly summary, reconcile, distribute, and save off all receipts
• Coordinate with Marketing on set up on professional head shot photos for new hires
• Manage Uber account by reconciling and obtaining vouchers when needed
• Put together new hire wine / gift card and "Welcome card" package
• Put together new hire package; shirt, hat, water bottle, note pad, pen, nerf gun
• Ensure new hire desks are set up for day 1

Required Attributes

MOST important is TEAM spirit! Ability to multi-task; can work within a fast-paced environment. Self-motivated, organized, and communicates clearly.

Welcoming, kind and genuine. Customer service driven. Basic skills in Microsoft Outlook, Word, Excel and Adobe. Experience with answering phones, scanning and copying.

The Receptionist is the face of the company.

Reporting

The Office Manager will report and work directly with the LGE Design Build Office Leadership

Evaluation

Annual review by the Regional Vice President to include peer input. Review will be based on interactions and engagement with the TEAM, evidence of how you demonstrate company values, ability to manage workload and competency in the execution of your duties.

A positive attitude, interactions with clients, and team spirit will have a lot to do with the overall review.

Equal Employment Opportunity

LGE Design Build provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

NOTE : This job description is not intended to be all inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the Team.