Office Manager/Administrative Assistant - Full-time

Job Description

Job Description

About this Position

We are growing at an impressive pace and hiring for immediate placement an experienced hands on Office Manager to work at our main office in Lake Dallas TX.

This position requires the ability to research, analyze and work on multiple tasks at one time and diligently work from an inbox stream and loop into team.

The work schedule is Monday to Friday and some Saturdays and Sundays. Our work area is generally within a 50-mile radius of the office.

This position will require little-to-no overnight travel. The person we hire will be a fair and square manager who is willing to do whatever it takes to get the job done!

About our Company

Greeniverse is known in the industry as a company with the highest standards of work and an undisputed reputation for service.

Everything in this company revolves around one mission; jobs starting on time, ending on time, within the budget and with satisfied clients.

This is a career opportunity - not just a "job." We offer long term employment and the opportunity for advancement.

Employment Type

Full-Time

Why Work Here?

Very fast growing small business, Lots of room for growth, Friendly environment

Job Summary

Provides high-level executive, administrative, and accounting assistant and support (Working with the President Directly.)

General Accountabilities

Administration :

• Organize office operations and procedures
• Prepares invoices, reports, memos, letters, financial statements, and other documents.
• Answers phone calls and directs calls to appropriate persons or takes messages.
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives.
• Design and implement filing systems are maintained and current
• Create, and dealing with correspondence, complaints and queries
• Create and maintain forms as needed
• Equipment procurement / tracking distribution
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and then distributes to the appropriate individual.
• Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Opens, sorts, and distributes incoming correspondence.
• Provides clerical support to other departments.
• Manages and maintains executives' schedules.
• Responsible for developing standards and promoting activities that enhance operational procedures

Office Manager needs to Open and close the building everyday with no exception

Job-Sites :

• New site coordination : Use Maps to locate property and communicate to the vendor
• Check for permits needed
• Keep contact with Foreman keep updated on issues and needs
• Analyzed job requirements and collect specifics information for submittals and ordering
• Collect Job-site details inspectors, labs, etc. then coordinate for future scheduling

Human resources :

• 1099 / W-2 employee maintenance
• Process new hires / subcontractors
• Collect applications, verify, file
• New hire orientation & PPE request
• Document tracking notify employees if expired
• Coordinate drug screening as needed
• Recruiting : Post & track job postings

Accounting :

• AP review & correct as needed
• AR review & correct as needed
• Collections
• Receipt maintenance
• Time-card collections & approval
• Expense reports create / send to accounting
• Reporting create and maintain as needed
• Invoice tracking and coding
• Liens Track / notify / dispute if needed / coordinate releases

Vendors :

• Order Supplies track deliveries (including equipment)
• Complete applications and supply documents that are needed
• Request services (technicians)
• Coordinate needs and negotiate for best pricing
• Collect invoicing

Customers :

• Invoicing tracking and corresponding with customer on issues
• Notarize documents to return to customer
• Request information on jobs as needed
• TWC maintenance : Posting jobs and tracking unemployment claims
• The company reserves the right to add or change duties at any time.

Job Qualifications

• College Education
• 5 years of related experience; or equivalent combination of education and experience
• Punctual and responsible

Software Knowledge :

• Advance Microsoft office (Word, Excel, Outlook)
• Quickbooks
• General Computer skills

Skills

• Multi task
• Self-Motivated
• Excellent verbal and written communication
• Active listening
• Service orientation
• Coordination
• Time management
• Judgment and decision making

Company Description

We are growing at an impressive pace and hiring for immediate placement an experienced hands on employees who could be able to communicate with our team, Customers, Developers and Vendors and also can help our Operation team while working at our main office in Lake Dallas TX.

Company Description

We are growing at an impressive pace and hiring for immediate placement an experienced hands on employees who could be able to communicate with our team, Customers, Developers and Vendors and also can help our Operation team while working at our main office in Lake Dallas TX.