Office Manager

Job Summary

The Office Manager is accountable to Mayshark for accurately performing administrative tasks with a core focus on day-to-day office flow, processing and tracking tasks. Confidentiality, exceptional organizational abilities and attention to detail are expectations of this position. When interfacing with existing and potential Mayshark clients, professionalism and effective relationship building skills are important without under or over-committing Mayshark. The ability to communicate clearly both within and outside the company is imperative. This position requires, reliability and a commitment to consistently meeting deadlines.

Specific duties of the position include, but are not limited to:

• Maintaining office workflow;
• Processing and routing payables daily;
• Maintaining company credit card receipts daily;
• Mailing checks, invoices and statements as directed;
• Directing phone calls;
• Maintaining subcontractor insurance certificates monthly;
• Coordinating office staff meetings and other functions;
• Preparing Agendas, Minutes and other business communication as appropriate;
• Performing administrative support to Mayshark’s President and his/her designee(s);
• Assisting in Company record keeping and filing systems;
• Adjusting time keeping of employees;
• Entering field crew schedules;
• Maintaining office supply inventories (paper, ink, pens, coffee, paper towels, toilet paper, etc);
• Creating budget reports as necessary;
• Acting as a point of contact with key suppliers;
• Creating purchase orders;
• Confirming purchase order pricing accuracy;
• Performing shipping and receiving tasks as needed;
• Tracking ordered materials;
• Posting information to electronic and other journals and logs;
• Handling returns;
• Supporting other staff with administrative functions as appropriate;
• Maintaining client property keys;
• Writing client proposals;
• Process speciality mailings;
• Creating/receiving subcontractor agreements;
• Suggesting ways to improve efficiency throughout the company; and
• Assisting in the field as needed.

Qualifications

An Office Manager must have a solid background in organization and planning. He or she must be well-organized and able to work both independently and as a member of a team. Specific qualifications include:

• High School Diploma or Associates Degree;
• One or more years of applicable business experience;
• Proficient in computer skills and office management;
• Strong customer service and clerical experience;
• Excellent phone etiquette and organizational skills;
• Experience with multi-line phone systems and data entry;
• Proficiency in the Apple ecosystem, Microsoft Office and QuickBooks; and
• An interest in the construction business.

Pay is determined by experience.

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Ability to Commute:

• Mayville, NY 14757 (Preferred)

Ability to Relocate:

• Mayville, NY 14757: Relocate before starting work (Preferred)

Work Location: In person

Salary : $18 - $22