Administrative Manager

About This Role

This role involves organizing and coordinating office administration and procedures to ensure organizational effectiveness, efficiency, and safety. The Administrative Manager will develop intra-office communication protocols, streamline administrative procedures, manage inventory, supervise office staff, and delegate tasks. The ideal candidate is an energetic professional capable of handling a wide range of administrative and executive support-related tasks independently, is well-organized, flexible, and enjoys supporting a diverse office environment.

Responsibilities

• Act as point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Handle Accounts Payable
• Manage Accounts Receivable, including Construction Billing (AIA Billing)
• Process Payroll, including approximately 5-10% Certified Payroll
• Organize office operations and procedures, and schedule meetings and appointments
• Partner with People & Culture (HR) to maintain office policies as necessary
• Coordinate with the IT department on all office equipment
• Manage relationships with vendors, service providers, and the landlord, ensuring all items are invoiced and paid on time
• Provide general support to reception and assist with visitors
• May maintain Division leadership schedules, calendars, and appointments
• Manage office services by ensuring operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored
• Maintain office efficiency through planning and execution of equipment procurement, layouts, and office systems
• Develop and implement office policies by setting up procedures and standards to guide office operations
• Ensure that results are measured against standards, while making necessary changes along the way
• Review and analyze special projects and keep leadership properly informed
• Develop standards and promote activities that enhance operational procedures
• Participate actively in the planning and execution of company events, such as the annual holiday party
• Monitor and maintain office supplies inventory; review and approve office supply acquisitions
• Help ensure all employees embrace the safety culture and comply with all safety initiatives

Requirements

• High school diploma
• 2-5 years of proven office/administrative management experience
• Excellent written and verbal communication skills
• Excellent interpersonal and customer service skills
• Excellent time management skills and the ability to multi-task and prioritize work; strong organization and planning skills