Office Manager bei Vantage Construction Corp

Description

The Office Manager is responsible for the general administrative functions and activities of the office. The Office Manager maintains the overall office by providing the products and services needed to support colleagues who are committed to excellence in their deliverables.

Essential Duties and Responsibilities 

Reception & Communication

· Answers the main phone line, screens calls, and greets guests.

· Manages the company’s main email address, forwarding appropriate messages.

· Records management meeting minutes and prepares agendas.

· Sets up conference rooms for meetings.

Mail & Office Supplies

· Receives and sorts all incoming and outgoing mail and packages.

· Maintains inventory of office supplies; orders new supplies as needed.

· Researches and recommends cost-effective vendors.

· Reviews invoices related to office management responsibilities.

Office Environment & Facilities

· Maintains common office spaces (breakroom, coffee station, conference rooms, lobby, collaboration stations).

· Manages the physical office space by interfacing with property management, building engineers, and security.

· Coordinates maintenance of office equipment.

· Assist with office relocation. 

Event & Marketing Coordination

· Plans and coordinates office events.

· Gathers marketing materials for potential clients.

· Orders marketing and promotional materials.

Project Support

· Assists with project start-up by collecting subcontractor safety manuals and MSDS for the superintendent.

· Maintains supplies for superintendent (e.g., first aid kits, hard hats, signage).

· Assists with project close-out by collecting and sending project information to owners.

Technology & Equipment Management

· Coordinates with third-party IT vendor for email setup, server issues, and procurement of devices.

· Manages the company’s cell phone account with T-Mobile.

· Manages company vehicle fleet.

Employee Onboarding & Offboarding

· Onboards new employees with equipment, workspace, vehicles, office keys, etc.

· Collects equipment from exiting employees.

Social Media Management

· Manages the company’s social media presence by creating, scheduling, and posting content across platforms (LinkedIn, Instagram, Facebook).

· Collaborates with internal teams to gather updates, photos, and newsworthy content.

· Monitors engagement and analytics; responds to comments and messages.

· Ensures brand consistency and professionalism in all social media communications.

· Coordinates with marketing vendors or consultants for social media campaigns and strategy.

Requirements

Qualifications 

Associates Degree from an accredited college or university with major course work in Business Administration or closely related field. 

The incumbent must have 3 to 5 years’ experience in customer service and general administration.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with Publisher and Procore is a plus.

Experience managing social media accounts for a business or organization, including content creation and analytics.

Experience with creative platforms such as Canva, Gamma, or similar platforms.

Experience with AI presentation and writing tools.

Skilled at handling multiple tasks and projects simultaneously with a reputation for being accurate, responsive, and well organized.

Strong self-starter with excellent verbal communication and interpersonal skills within cross functional teams.

Ability to calculate figures and amounts.

Ability to maintain discretion and confidentiality.

Experience working in the commercial construction industry preferred.

Competencies 

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Customer Service - Responds promptly to needs; Solicits feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Uses reason even when dealing with emotional topics.

Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

Written and Verbal Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret documents such as safety rules, operating and maintenance instructions. Ability to speak effectively with clients and staff.

Reasoning Ability - Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Work Environment 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work for this role is typically performed in a climate-controlled office environment and the noise level in the work environment is usually quiet.

Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.