Job Description
Office Manager/Administrator
GCS-SIGAL is built on teamwork, with a foundation of passion for construction, taking ownership of the success of our projects, and empowering team members to make meaningful contributions. If you have the desire to join a growing, results-oriented organization, you will love building your career at GCS-SIGAL.
Position Overview
The Office Manager/Operations Administrator at GCS-SIGAL contributes to all parts of the business including executive leadership, operations, human resources, IT, accounting, and marketing. The individual in this role must maintain attention to detail, a proactive approach to preparation for upcoming routine tasks, effective communication and professionalism with employees, clients, vendors, and guests.
Position Functions by Category
Office Management
- Greet and direct visiting employees, clients, vendors, and guests.
- Manage relationships with vendors in the areas of property management, office supplies, deliveries, cleaning staff, security, etc. to ensure we continue a good working relationship.
- Manage office conference room calendars, deconflict reservations, post schedule for rooms each day.
- Arrange for office maintenance and repair as needed.
- Replenish food, coffee, kitchen supplies as needed.
- Ensure the office is tidy and functional.
- Order swag materials as needed.
- Receive and process incoming and outgoing mail and packages.
- Manage building and parking key fobs.
- Maintain up-to-date employment posters in office.
Administrative Support
- Support operational meetings, to include preparing agendas, scheduling meetings, and taking meeting minutes when necessary.
- Schedule leadership meetings.
- Schedule all Operational Excellence and Status Update meetings.
- Assist upper management with preparing for client meetings.
- Assist upper management with documenting and submitting their expenses.
- Help to maintain executive staff's calendar and schedule appointments.
- Manage employee leave requests, maintain vacation tracking and reporting.
- Support the company’s Operational Excellence initiatives.
- Provide additional administrative support to Human Resources, Accounting, Marketing, and Operations as needed.
Events Administrative Support
- Arrange catering for office and client events.
- Assist with planning company events, including the annual holiday party.
- Manage the set up and clean up of office events.
- Track all external event attendance and cost.
- Purchase event tickets/registrations (document expenses).
- Send meeting request to event attendees.
- Participate on the Events Committee.
IT Administrative Support
- Liaise with third party IT Support Manager.
- Procure new laptops, iPads, wifi hotspots, cameras, and other equipment.
- Assist in troubleshooting copier, printer, and audio-visual equipment.
- Complete IT Checklist to prepare for new hires.
- Maintain copier contract and schedule maintenance when needed.
- Maintain on-site equipment inventory.
- Maintain vendor relationship with internet and equipment providers.
- Manage software user directories, assigning permissions based on role.
Fleet Administrative Support
- Liaise with third party Fleet Administrator.
- Renew and distribute registrations and insurance cards.
- Process annual MVRs for specified employees.
- On-board and out-process fleet drivers.
- Distribute and monitor fuel card usage.
Experience/Education
- Associates or Bachelor’s degree required.
- At least three years of administrative experience required.
- Proven experience and understanding of office technology.
Knowledge, Skills & Abilities
- High level of professionalism.
- Excellent verbal and written communication skills.
- Excellent interpersonal skills and a collaborative work style.
- Excellent organizational skills.
- Excellent problem-solving skills and ability to adapt to changing needs.
- Ability to prioritize competing priorities.
- Experience with preparing business correspondence.
- Ability to maintain discretion and confidentiality regarding business and personnel matters.
- Demonstrated commitment to high professional ethical standards.
- Proficient in Microsoft Outlook, Word, Excel, and Office 365.
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer.
- Ability to lift up to 50 pounds at times.
- Ability to push, squat, bend, and lift.
- May be required to work greater than 40 hours per week as needed to meet business requirements.
GCS-SIGAL offers an excellent total compensation package which includes competitive health and welfare benefits and 401k plan.
GCS-SIGAL is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.
Qualified applicants who are offered a position must pass a pre-employment background check.
Job Tags
Holiday work, Full time, Contract work,