Reception/Office Manager for a Design Build Remodeling Company

Job Description – Office Manager

Responsibilities:

 Showroom management:

o Open daily and maintain overall appearance

o Track and order supplies as needed

o Office hours 8 a.m. – 4:30 p.m. (with 30-minute lunch break)

 Reception, including phones, mail (incoming and outgoing), deliveries and visitors

o Open Accounts Payable mail and distribute all other mail to intended recipients

o Stamp all invoices and statements with date of receipt, cost code, type (materials, labor,

subcontractor, other)

 Data entry, including:

o Accounts payable invoices (according to separate AP entry procedure document)

o Client information – name, address, contact information…

o Lead intake (according to separate Lead procedure document)

 Maintain contact database of clients, subcontractors, vendors and leads

 Coordinate and support maintenance of “Social Media” marketing efforts, including:

o Website

o Facebook, Houzz, etc…

 Maintain organized files:

o Scan and attach invoices during data entry and store into server destinations

o File all paperwork according to job and/or overhead categories

o Decommission completed jobs and file appropriately for easy access to all

o Prepare job folders and notebooks for electronic scanning and filing after completion of

jobs

 Assist Sales with preparation of Job binders for use in the field

 Scheduling and Meetings:

o Maintain overall schedule for President/Owner, and set reminders accordingly

o Schedule meetings with clients for Sales as needed and follow up (confirm) with

participants 60 minutes prior to meetings

o Prepare agendas for weekly office and field meetings

o Schedule and prepare for quarterly office parties

Skills & qualifications required:

 Punctuality, reliability, professional demeanor

 “People” skills / Pleasant phone manner

 Excellent verbal and written communication skills: legible handwriting, accurate spelling and

grammar

 Organization, Self-motivation, initiative, Discretion (especially with H/R Personnel issues)

 Grace under pressure / Ability to multi-task

 Knowledge of software, including: ACT! or other software for contacts, phone messages and

scheduling; Microsoft Office (Outlook, Excel, Word); Sage 100 Contractor

 Familiarity with and / or interest in design and construction industry preferred