Office Manager / Project Administrator

Founded in 1908, Flintco now employs more than 800 people in 8 cities serving clients in healthcare, education, hospitality, sports and industrial.

Flintco also self-performs concrete, steel erection and excavation. Nothing matters more to us than the quality and growth of our people.

Our teams are smart, humble and disciplined. Flintco is recognized for its commitment to safety and quality, using Lean principles as a guide to continuous improvement.

The five guiding principles of our Ethos are : Safety, Integrity, Quality, Accountability and Honesty. We live it every day.

Job Summary

The Office Manager is responsible for providing diversified administrative, and human resource support services, using personal computer and computer network, other office equipment, internal accounting systems, etc.

The Office Manager will serve as facilities manager in the maintenance of his or her project office. The Office Manager will also ensure that all company programs are carried out in accordance with company’s policies and procedures and within guidelines of state and federal laws.

This person can be locally based or someone willing to work on remote projects with a per diem.

Essential Duties and Responsibilities

To perform in this position successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Creates, organizes and prioritizes large volumes of reports, information and calls. Fields / answers all routine and non-routine questions.
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department and their attendees as required.
• Opens, sorts and distributes mail for all department staff. Drafts written responses or replies by phone or e-mail when necessary.

Responds to regularly occurring requests for information.

• Maintains and updates office accounts payable records / logs, travel expenses, professional memberships, training, vendor billings, and invoicing.
• Works independently and within a team on special nonrecurring and ongoing projects with all departments including Administrative, Estimating / Pre-construction, Safety, Marketing / Business Development, Operations, and Corporate Accounting / Shared Services (legal, IT), and Human Resources.
• Assist with hiring staff via Enboarder platform, coordinate ongoing onboarding after initial orientation session. Supervise adequate and competent office and administrative staff as required for present needs and future growth using formal training platforms such as Arrowhead Academy and on-the-job training techniques.
• Research and maintain all company postings for home office and jobsites including federal and state labor law compliance posters / statements.
• Collect timesheets, verify for accuracy / completeness, and enter daily / weekly time entries for all field employees assigned to area office.
• Ensure that recorded time is accurate and in compliance with FLSA standards; provide guidance to employees and supervisors.

NOTE - Field time is due by 9 : 30 each morning and is a high priority among Office Manager duties.

• Assist in onboarding of employees including relocation support, new hire orientation, explain company employee benefits, order equipment (computers, cell phones, business cards, company vehicles, etc.
• Train new staff on office policies and procedures, schedule / inquire appropriate training.
• Oversee / order maintenance of office supplies.
• Handle routine office maintenance, makes appropriate calls and manages maintenance crews when necessary.
• Consult, advise, and collaborate with regional president, vice president, operations manager, directors, project managers, project superintendents, project engineers, estimators, safety, financial managers and administrative staff.
• Plan and coordinate company sponsored events including employee gatherings, meetings, safety / service award banquets, community involvement activities, etc.
• Support area vice president / area manager, business development director, project director and regional president
• Meets schedules and deadlines, adheres to policies and procedures and maintains a good attendance / tardiness record. Ensures client satisfaction, both internally and externally, through positive, pleasant, professional and efficient handling of issues.
• Exercises good interpersonal skills by gladly assisting others to accomplish work of the organization, even if it is outside the scope of regular duties.
• May be required to perform project control duties on a project specific basis. Performs other duties as assigned by the supervisor.

Knowledge / Skills / Ability

Ability to initiate or adapt to new company policies and programs. Ability to perform accounting and clerical work. Ability to work within precise standards of detail and accuracy.

Ability to select appropriate forms and administrative tools to perform essential functions. Ability to read and comprehend specifications, legal, and contract documents.

Proficiency with computer, software (MS Office Suite, accounting programs, etc.) and office machines. Excellent communication and interpersonal skills.

Knowledge of current state and federal labor laws and regulations.

Education

4-year accounting or business-related degree or an equivalent combination of education and experience.

Experience

5 years accounting and / or administrative experience or an equivalent combination of education and experience.

Physical Requirements

Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to stand; walk; reach with hands and arms;

climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.

• The employee must occasionally lift and / or move up to 50 pounds.
• Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Occasionally, especially when managing multiple projects and during problematic opening and / or closing phases of projects, mental stress can be taxing.
• May be required to work long hours for extended periods of time.
30+ days ago