Job Summary

The Office Manager is responsible for organizing, coordinating, and managing building 5400 office operations and procedures to ensure organizational efficiency and effectiveness. This position also provides administrative and operational support to the Executive Assistant to Heritage Construction + Materials CEO.

This role works closely with all departments in building 5400 to coordinate operations and organizational procedures. It is essential for the person in this role to take pride in representing HC+M with a professional voice, appearance, and manner.

Functions and Responsibilities

• Controls access to the facility through the locked front and back door for non-staff and ensure the admittance process is followed by staff (FOB device).
• Welcomes on-site visitors, determines the business nature, and announces visitors to appropriate personnel.
• Receives and distributes mail delivered to the building.
• Conducts daily mail runs to the post office, distributing mail upon return.
• Answers incoming calls, takes and delivers messages, or transfers calls to voicemail when appropriate personnel is unavailable.
• Collects and reviews office supply requests from staff.
• Purchases supplies, maintaining a monthly record of purchases for review by supervisor.
• Provides administrative support to supervisor, including, but not limited to, scheduling meetings, preparing board report books, and ordering food for meetings, if requested.
• Complies with mandatory attendance to monthly team meetings.
• May perform specialized activities in direct support of the accomplishment of HC+M objectives and the mission.
• Plans and executes office events in collaboration with supervisor.
• Stores and tracks car keys for both US Agg and AMI vehicles located at building 5400.
• Ensures staff requesting vehicles are on the approved driver list (an updated MVR is on file).
• Performs data updates within the Emkay database platform.
• Coordinates license plate and registration delivery, scanning any necessary information as requested.
• Keeps track of all corporate credit card arrivals and dispenses them per SOP.
• Updates tv monitors in building 5400.
• Accountable for maintaining knowledge of the procedures in response to emergencies.
• Makes use of telephone emergency system to notify building occupants of the threat of danger, including EZTexting protocol.
• Should precautionary safety measures be initiated: take the temperature of all staff and visitors to the facility and keep confidential, meticulous outcome records.
• Observes and reports incidents or suspicious activity to supervisor.
• Maintains visible presence and serves as a source of assistance.
• Tidy and maintain the reception area.

• Schedules janitorial services to keep the building's interior attractive and hygienic; maintains a record of identified problems.

Work Experience Requirement

• Five-year related experience performing work requiring various administrative and managerial methods.
• Working knowledge of database input and management.
• Functional skills with Windows 10, Microsoft Office Suite, and Excel.
• Prior success at executing projects in a timely manner and in achieving results on schedule.

Attributes

• Excellent verbal and written communication.
• Self-Starter. Takes initiative to identify a problem and work to solve it.
• Team Player. Works well independently but recognizes the value of working with teams.
• Flexible. Must be willing to learn quickly and respond to changing environments.
• Efficient. Able to multi-task, prioritize and manage multiple projects in a fast-paced environment while being detailed and highly organized.
• Able to conduct oneself in a calm and professional demeanor when dealing with the public or difficult situations.

Education Requirements

• HS Diploma or GED equivalent

Physical Requirements/Demands

• Generally sedentary work, remaining in a stationary position for long periods. Mail distribution does require physical exertion, including lifting boxes no more than 30lbs, loading and unloading mail, or delivered supplies.
• Must have reliable transportation, ensuring mail runs are done daily.

Work Environment

• This position operates in a professional office environment. May require occasional overtime and holiday work. This role routinely uses standard office equipment such as computers, phones, printers, scanners, laminators, and photocopiers.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice

EOE/M/W/Vet/Disabled/PDA