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
