Office Manager

Job Description

SUMMARY:

The Administrative Support Assistant plays a key role in the success of our company. You are the first person to whom our clients come into contact when they call or enter our office. You will be responsible for greeting our clients, making them feel comfortable and welcome. You will be part of the Martin Harris team, helping to create a culture of collaboration, cooperation and trust with our clients.

DUTIES AND RESPONSIBILITIES:

• Receive and announce all company guests.
• Office at reception desk
• Answer incoming phone calls.
• Communicate clearly and effectively with all associates regarding changes, updates and enterprise affecting items.
• Check daily voicemail messages.
• Receive, sort, open, date stamp, and distribute all incoming mail.
• Maintain associate contact list for the Colorado office.
• Order all kitchen and cleaning supplies, paper products and Front-end office supplies.
• Call for service on cleaning services.
• Cost comparison tracking for office supplies & services.
• Prepare UPS and FedEx shipping labels for Associates as needed. Call for Pick-up.
• Receive and distribute all incoming packages immediately upon arrival.
• Receive and distribute incoming and outgoing submittals, plans, etc.
• Assist in updating and maintaining completed and current project information spreadsheets in shared drive.
• Set up conference room bookings as requested.
• Train back-up staff on phone and front-end duties.
• Assist various departments, i.e., creating spreadsheets, reviewing emails, stuffing envelopes, shredding, setting up binder books, correspondence, etc.
• Track and maintain Colorado office events calendar.
• Track received company gifts and send appropriate Thank-you’s.
• Community Outreach – Track volunteers, prepare gifts and assist with events.
• Track and order Name Plates and Name Tags for new or promoted Associates through the main office.
• Track and order Business Cards for all Associates through the main office.
• Coordinate with hiring managers and Staffing Specialist to complete onboarding procedures for new Associates including, but not limited to, submitting the I.T. Account Creation Form, setting up drug tests, and preparing welcome bags for new Associates.
• Match receipts to the Corporate AMEX Statement for the senior level management.
• Assist in overseeing general office operations while performing advanced, diversified and confidential administrative support to Colorado executive and senior-level management as well as other associates within the organization.
• Prepares correspondence and reports which may include responding to inquiries on behalf of the Colorado Executive or senior-level management.
• Explain policies and procedures to other parties based on knowledge of company and department guidelines.
• Proficient with calendar management in order to coordinate appointments and schedules of all associates.
• Oversees staff interactions and responds to their queries on office management issues as well as acting as a liaison between the department heads, executives, and external groups.
• Arranges travel processes, including flight, hotel bookings and car rentals for management.
• Prepares high quality presentations, reports, and other documents using word processing, spreadsheet and presentation software systems currently have in place. Some presentations may be confidential in nature.
• See to the special needs of the Colorado executive and senior-level managers and handle confidentially, matters that may be personal in nature.
• Oversee successful onboarding procedures for new Associates.
• Conduct New Hire Orientation for new Associates and ensure timely submission of new hire paperwork to HR.
• Assist Accounting personnel with tracking and ensuring invoices are distributed to correct project teams and processed within 48 hours.
• May prepare reports such as budget expenditures, statistical reports or performance measures.
• Prepare and/or track expense reports and invoices for Northern NV executive and senior-level management.
• Must be a Self-Starter with demonstrated ability to maintain accountability, manage multiple priorities, and work independently while functioning as part of a cooperative team.
• Ability to plan and organize meetings including off-site locations, agenda planning and management, event and meeting planning and logistics.
• May be asked to coordinate or direct the work of other personnel and/or train others.
• Other duties as assigned.

QUALIFICATIONS:

• Professional in appearance – see Dress Code Policy
• Professional vocal qualities (pitch, volume, and pace variability) are required.
• Must be creative and driven.
• Ability to mentor, inspire, and motivate other associates.
• Must have excellent verbal and written communication skills, organizational and time management skills and analytical abilities.
• Be proficient with Microsoft Office Suite, Outlook, and Internet. Experience with Sage/Timberline a plus.
• Should have at least five years of high-level administrative and office management experience..
• Willing to learn MHC procedures and be a member of the overall MHC team.
• Willing to work as a team member to assist the team in critical deadlines and tasks.
• Dedicated and cares about the work they are doing.
• This position requires a physical lifting capability of 10-50 pounds and requires repetitive hand movements as well as physical dexterity and mobility.

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• 401(k) with company match
• Parental Leave
• Paid Time Off (PTO)
• Paid Holidays
• Long-term and Short-term Disability Insurance
• Supplemental Insurance

Company Description

Founded in 1976, Martin-Harris Construction (MHC) has grown to be the largest general contractor in Nevada and now proudly serves Clients throughout the Southwest, with offices in Las Vegas, Reno, NV, and Denver, CO.

In response to our Clients’ needs for a multi-faceted contractor, we maintain dedicated talent and resources across a wide variety of industries, with experience in all delivery methods and in-house, self-performance capabilities to augment projects when needed. This ensures that no matter the scope — from $10K emergency repairs to $100K tenant improvements and $10M renovations to $100M new builds — we have the resources and expertise to consistently provide certainty of delivery, achieve project goals, and build strong, lasting relationships with our Clients.

Martin-Harris is a relationship-driven firm founded on Core Values that have resulted in longstanding partnerships with Clients, Design Professionals, and Subcontractors. Every MHC Associate strives to deliver more value and innovation on each project. This desire to not only meet, but exceed expectations, is built into our culture and inspired our company motto: Discover Excellence.

We are always looking for talented, self-motivated individuals to join our team. If you are ready to be a part of an exciting and growing company, we encourage you to continue with this job application.

Martin-Harris is a zero tolerance and drug-free environment.

Additional Job Information

Interested applicants must submit their resume for consideration using our applicant tracking system. Due to the high volume of applications received, only candidates selected for interviews will be contacted. Candidates must be legally authorized to work in the United States. Unsolicited resumes from search firms or employment agencies, or similar, will not be paid a fee and become the property of Martin-Harris Construction.