What are the responsibilities and job description for the AVP Office Manager position at Platinum Maintenance Se?
Platinum Maintenance - DC Office - Office Manager General Responsibilities
- Maintain standard office hours, Monday–Friday, 9:00 a.m.–5:00 p.m. Adjustments may be required for evening “cash job” start‑ups or operational field visits, with 24‑hour advance notice to the General Manager.
- Ensure timely distribution of all nightly reports and client reminder communications.
- Manage and track work orders for both cash jobs and maintenance contracts.
- Serve as a primary liaison for client communication, including meetings, site walks, scope reviews, and issue resolution.
- Maintain the Washington, DC branch backlog.
- Maintain, Request and Provide COI’s and Workers Compensation Certificates to clients
- Organize and manage filing systems for contracts, vendor documents, and employee records.
- Oversee office operations, including equipment, supplies, and administrative processes.
- Manage scheduling to ensure effective coordination of contracted and cash project work.
- Maintain and Procure materials for one time cash jobs and maintenance accounts. Procurement is through multiple vendors and need to ensure the proper policy and procedure is being followed.
- Ensure that vendor portals are current and up to date
- Review and submit contracts after review with the sales team.
- Attend Monday sales and operations calls (Sales: 9:30 a.m.; DC Operations: 10:00 a.m.).
- Prepare, review, and process weekly payroll reports each Monday in coordination with the New York office.
- Review upcoming project requirements and order all necessary stock and specialty materials each Monday.
- Lead AR and sales notes reviews with the General Manager and sales team members on Wednesdays.
- Process work orders for the upcoming week on Thursdays.
- Submit sales notes on Thursdays.
- Submit the finalized weekly schedule to both New York and DC teams each Friday; ensure availability for paycheck receipt and preparation of materials.
- Maintain office cleanliness
- Oversee monthly employee expense processing, including:
- Draft review with General Manager on the 5th
- Final review on the 10th
- Submission to New York by the 10th
- Manage employee union benefits administration.
- Maintain and update the DC master contract sheet.
- Monitor and track company vehicle information.
- Review invoices, secure required signatures, and forward all documentation to the New York corporate office.
- Conduct quarterly reviews of contract billing and scheduling in collaboration with the General Manager.
- Support quarterly audits of contract billing and scheduling.
- Lead kickoff processes for all new maintenance contracts and cash jobs exceeding $6,000.
- Adjust office schedule as needed to accommodate time spent in the field during evening operations.
- Participate in RFP site walks as scheduling permits.
- Support the interviewing and onboarding of new employees.
- Submit background checks for sites requiring security clearance (including Stonebridge and Potomac Center).
- Post updates to LinkedIn.
- Follow established procedures for submitting vehicle maintenance receipts and material procurement documentation to the New York office.
- Maintain office equipment/materials and coordinate procurement of staff uniforms with the General Manager and proper policy and procedure.
Salary : $60,000 - $70,000