Office Manager

Job Description

• Construction Industry background required
• Temp to Hire position; reporting full time in office

Position Requirement : Quality team leader for a detailed, analytical, and highly disciplined position working on the Project Site within the Heavy Construction Industry. The Office Manager will support the Project Manager with all aspects of project controls and reporting, including, project set-up, invoicing, and project change management. Solid problem solver with a minimum of five (5) years’ experience in construction with emphasis on business / accounting / administration. Must have experience in public works. Bachelor’s Degree or equivalent experience required. Position reports to the Southwest Regional Business Manager and Project Manager.

Skill Set :  Team Leader

 Excellent time management, problem solving and organizational skills

 Active Team Player with positive attitude

 Excellent communication skills with solid written skills

 High level of computer proficiency

 Polished interpersonal skills, high energy, and flexibility

 Ability to make independent decisions and recommendations regarding work priorities

 Capable of working independently in a fast-paced environment

 Ability to juggle multiple tasks

 Quick and competent learner

 Deadline oriented

Software : CMiC : Accounting & Project Management System. Document Control, AP Invoice Management System. Nice Touch Solutions : Time & Material Billing. Microsoft One Drive, Microsoft Pro : Outlook, Word, Excel PowerPoint, Notes, SharePoint. Bluebeam 12. LCP Tracker : Labor Compliance Module.

Primary Responsibilities :

Maintain Project Status Reporting in monthly meeting with Project Coordinator and Business Manager.

Manage project office facilities.

Responsible for subcontractor and supplier communication through Required Document Package regarding deadlines and compliance on project and documenting those efforts.

Prepare CMiC Communication to subcontractors regarding Progress Pays, SCCI Sub Pays, and mandatory submission to subs of Pay Application.

Process Monthly Progress Billings for Subcontractors and Major Purchase Order Vendors. Produce Sub Pays through CMiC.

Release Collection for all subcontractors, including 2nd and 3rd tier subs.

Responsible for Project Compliance and weekly review of outstanding compliance issues.

Collaboration for booking and documentation for Job Accruals Job Cost Adjustments and LDR Quantity Input.

Monthly communication to subcontractors to acquire progress requests, necessary releases, and compliance documents.

Maintain CMiC Preliminary Notice Log.

CMiC Workflow through daily routing of invoices to job personnel.

AP Processor responsible for projects’ AP PO 5 Rejected folder.

Communication to Project Personnel for AP Workflow invoice approval

Project Documentation in CMiC and overall management and quality control of documentation.

Daily and required posting of projects purchase orders.

Collect, perform analysis and transmit Certified Payroll documents to Agency and Department of Industrial Relations.

Attend Prevailing Wage / Certified Payroll instruction for the project.

Assist Insurance Desk with subcontractors / suppliers in order to acquire project insurance requirements.

Report Project Goals for any Business Enterprise (SBE / DBE / MBE, DVBE etc.) Reporting on a monthly basis to Owner, Project Manager and Sponsor. Participate in Outreach activities as required for the project and / or Owner / Agency.

Responsible for associated workpapers for audit trail and participate in Outreach specific to the project.

Work as directed on project issues assigned by Project Manager and Southwest Business Manager.

Creation of AP Critical Payment List each Friday to Business Manager.

Month-End Activities for the Project.

Secondary Responsibilities :

Participate in project’s efforts in mobilization and demobilization of project site as directed.

Ordering Cell Phones through JIRA System for project personnel.

Credit Card monthly review for Liquids TripActions.

Provide Business Partner support in determining payment status.

Coordinates manage and plan meetings when necessary for project.

Participate in weekly Business Group Meeting held on Tuesday 10 : 30 am.

Reporting Deadlines :

Daily Routing and approval of Invoices within CMiC Workflow.

Daily Input and Review of Project Labor Payroll.

Weekly Close-out of Project Labor Payroll.

Weekly Input of Quantities for Labor Distribution Report.

Weekly Submission of Certified Payroll Reports to Department of Industrial Relations and Owner / Agency

Production of Monthly Job Cost Report.

Monthly Subcontractor Progress Payments.

Book Monthly Accruals and provide detailed Accrual Records.

Monthly / Quarterly Submission of DBE / SBE etc. Reporting to Owner Agency.