What are the responsibilities and job description for the Division Office Manager position at Robins & Morton?
Job Code: 2026-TN-005
Location: Nashville, TN
The desire to pursue a career in construction may have been planted in your heart early, passed down from generations or seeded by an early fascination with the building process. There may have been the realization that construction aligns with your skills and interests. Or maybe it happened later, when you saw an opportunity to take your career in a new direction.
You want to be part of a team that shares this passion and sense of purpose—a team that works collaboratively, respecting and listening to each other and treating each other like family. You want opportunities to grow, and you care about work-life balance. You want to know that the company you work for is ethical and responsible.
We know you can work for any company, but if you want a career with a company that’s been named a Best Place to Work , is Building With Purpose®, cares about others, and allows you to be true to yourself, your calling, your passion and your values—come build something great with us. Be a True Builder®.
The Division Office Manager supports the general flow of office work, to include receptions, general office duties and administrative projects. He/she acts as the contact person for the building manager and coordinate office space maintenance.
YOUR DAY-TO-DAY: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job)
Location: Nashville, TN
The desire to pursue a career in construction may have been planted in your heart early, passed down from generations or seeded by an early fascination with the building process. There may have been the realization that construction aligns with your skills and interests. Or maybe it happened later, when you saw an opportunity to take your career in a new direction.
You want to be part of a team that shares this passion and sense of purpose—a team that works collaboratively, respecting and listening to each other and treating each other like family. You want opportunities to grow, and you care about work-life balance. You want to know that the company you work for is ethical and responsible.
We know you can work for any company, but if you want a career with a company that’s been named a Best Place to Work , is Building With Purpose®, cares about others, and allows you to be true to yourself, your calling, your passion and your values—come build something great with us. Be a True Builder®.
The Division Office Manager supports the general flow of office work, to include receptions, general office duties and administrative projects. He/she acts as the contact person for the building manager and coordinate office space maintenance.
YOUR DAY-TO-DAY: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job)
- Manage travel accommodations for Sr. VP and other managers as needed
- Schedule/plan/coordinate meetings within the office
- Create and distribute correspondence and expense reports for Sr. VP and other managers as needed
- Oversee use and maintenance of all office equipment, supplies, and furnishings
- Coordinate vendors to repair or replace items needed in Division office
- Obtain cost estimates for and purchase of new office equipment, supplies & service
- Ensure phone system and maintenance problems are handled in a timely manner
- Aid Sr. VP in projecting office budget expenses for upcoming year
- Ensure office spending is within established budget
- Ensure adequate space for storing completed project files, or send to off-site storage
- Maintain off-site storage and ensure files are discarded of after designated time frame
- Ensure office invoices are processed in a timely manner
- Maintain petty cash bank account
- Oversee handling of problems with videoconferencing equipment/Citrix issues
- Expedite directives issued from IT Corporate Office Coordinator
- Type correspondence, purchase orders, owner change orders, reports, etc., as needed for Sr. VP and other managers
- Process paperwork for hiring and terminating field personnel for division
- Process timecards, ensure proper coding; send to Payroll Admin. in a timely manner
- Perform drug testing for new hires and random testing for current employees
- Assist with tours of corporate office and client outings
- Maintain and coordinate team members’ calendars
- Assist Sr. VP with sales efforts and client relations
- Assist with entertainment of prospective, current and previous clients
- Expediently resolve issues a client or vendor may have, or direct to appropriate person
- Ensure office/group areas are neat, clean, organized and businesslike in appearance
- Supervise all reception activities
- Ensure phone coverage and administrative support to management, and provide backup coverage if necessary
- Gather PSRs for Sr. VP and other managers, and present monthly for review
- Participate in R&M learning & development opportunities
- Two years college, ten years related experience, or combination
- Ability to read and speak English. Ability to write in a business professional manner
- Ability to maintain professional, friendly, customer service-focus
- Proficient in all Microsoft Office programs, Document Imaging, Office Visio, PowerPoint, AIA contract documents and other programs.
- Ability to type at least 75 words per minute.
- Ability to read and interpret construction documents, general business periodicals, technical procedures. Ability to organize and present information
- Ability to calculate figures & amounts such as discounts & percentages
- Ability to solve practical problems and deal with a variety of concrete variables in situations.
- Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule format
- Notary Public Commission preferred.
- Ability to organize and prioritize multiple projects.
- Ability to process information with speed and accuracy.