Responsibilities

Pylon Building Group, a new start-up general contractor that will open its doors soon, has an excited opportunity for an Office Manager. This position will be hired initially as a Brasfield & Gorrie employee but will eventually transfer to Pylon Building Group. We are looking for a service-minded, driven teammate who will serve as Pylon’s office manager as well as support the Pylon CEO and project teams. This is a great opportunity to work with a diverse team while being on the front lines of building a company from the ground-up!

Responsibilities and Essential Duties include the following (other duties may be assigned):

• Act as Executive Administrative Assistant to Pylon CEO
• Maintain calendars and appointments
• Update and distribute various directories and lists on a regular basis including weekly financial reports
• Maintain list of active projects and associated job numbers
• Assist with budget planning and monthly financial projections
• Assist in planning for office socials, client activities, community events, and holiday parties, including ordering food, setting up conference rooms, and printing materials
• Answer the main company phone and direct phone calls
• Greet guests in a friendly, professional, and hospitable manner
• Distribute mail and packages, which may include driving packages to various jobsites when necessary
• Assist with IT needs including set up of AV for meetings, assisting new employees with equipment set-up

Project Assistant Duties:

• Administrative support for project management team(s)
• Act as a liaison between multiple departments and various project teams to fulfill project needs
• Review and code invoices for final review/approval by Project Manager
• Receive and assist with the sub pay application process, including reviewing pay app and lien waivers, coding and distributing for approval
• Assist with material status tracking on subcontracts and purchase orders, including logs and delivery dates
• Prepare, distribute, and manage closeout documentation required by contract
• Assist PM or project accountant with creating projects in Project Data Management (PDM) software
• Assist with electronic job start up in project management systems
• Assist with obtaining insurance, permits, licenses and jobsite mobilization needs for each project
• Act as the lead in ensuring that a Notice of Commencement has been filed
• Create and maintain all electronic project files
• Create, distribute, and execute contracts, purchase orders, and any other contractual documentation in project management systems and DocuSign
• Assist with the creation and management of construction documents (drawings / spec logs, RFI’s)
• Assist project team with submittal management process
• Manage the subcontract, subcontract business licenses and required safety documents
• Assist project team with SDP enrollment, collection of information and issuing bonds if required
• Assist project management team with change order management process
• Receive, track and coordinate with accounting on Sales & Use Tax
• Research status of pay applications and invoices
• Assist with A/P and A/R
• Assist in distributing final job reports
• Track subcontractor business licenses with local municipalities as needed

Education - Skills - Knowledge - Qualifications & Experience

• Bachelor’s degree preferred
• Two or more years of office management / administrative experience preferred
• Strong verbal and written communication skills
• Working proficiency in Microsoft Office Suite, including Microsoft Word, Excel, and PowerPoint
• Working proficiency in Bluebeam and ProCore preferred
• Aptitude to learn new computer applications and software
• Excellent customer service skills, positive attitude, and proven self-starter
• Adaptable and resilient
• Detailed oriented with the ability to recognize discrepancies
• Ability to work in a team environment as well as independently
• Must thrive in a fast-paced work environment
• Ability to successfully prioritize multiple tasks with competing deadlines
• Ability to maintain an elevated level of confidentiality
• Obtain notary certification in applicable county

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental, or similar duties which may be required from day-to-day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions