Office Manager

We operate most of this firm virtually meaning there are only 2-3 people in the office, sometimes just you during lunch hours. All other staff are remotely located throughout Florida and other states. We have been operating this firm virtually for the past 10+ years and prefer this to a corporate environment. While we are a fun bunch, sometimes people prefer an environment with lots of people to interact with all day. We just do not have a lot of staff here to facilitate that environment and understand if that is not for you.

Detailed Job Responsibilities:

· Knowledge of basic office management systems and procedures

· Answer incoming calls and provide general support to visitors

· Receive, sign, and distribute mail

· Assists in resolving problems and ensuring clients expectations are exceeded

· Maintain filing system (physical and electronic)

· Maintain contacts / CRM

· Manage the calendar for the president of the company

· Sharp accounting skill set, efficient yet thorough

· A/R & A/P - Responsible for invoicing clients and following up on payments

· Data Entry for QuickBooks & Light Bookkeeping (if qualified)

· Preparing & processing contracts, forms, or applications; Ensuring accuracy & completeness

· Will need to activate new projects: prepare paperwork, folders, update Dropbox, calculate hours for project, calculate commission for salesperson

· Performs research and data gathering activities and may prepare reports or summaries of information. Prepares or maintains reports or records and other statistical or quantitative data

· Demonstrated ability to adapt to changing organizational techniques and strategies

· Maintain office supplies: Inventory, ordering supplies, researching new deals and suppliers

· Run errands, including pick up project prints, FedEx drop-offs, bank runs, post office, etc.

· Light cleaning duties such as taking out the trash and vacuuming

Permit Coordination:

· Researching which municipality a project will be in and determining how their construction documents will need to be formatted

· Prep all physical and/or electronic plans per submittal requirements

· Follow up and keep track of various permit departments for each project

Position Requirements:

· A minimum of 2+ years in office experience

· Excellent communication skills & Friendly personality

· Detail oriented & Highly organized

· Work: Knowledge of office equipment, including phones, printers, scanners, etc.

· Must be proficient in Microsoft Excel, Microsoft Office, QuickBooks, and Outlook/Gmail.

· Maintain a reliable attendance record

· Professional personal appearance is extremely important

· Must have own form of transportation & a good driving record

· No criminal background

· We are flexible with the schedule being either Monday – Friday or Monday – Thursday, Hours varying 9 am-5 pm

Bonus If:

· Experience in real estate, construction, or architecture

· Preferably lives within 20 mins of office (with traffic)

· Experience with creating or maintaining web & social media pages

· Experience with Photoshop and other marketing programs

· Notary a plus

Pay: Up to $50,000.00 per year

Work Location: In person