Office Manager

Position Summary

Responsible for collaborating with members of the team to provide support on multiple construction, restoration and mitigation projects at various phases. Assists in the oversight of the administrative team, cash management, and quality control. This full-time salary position is dedicated to delivering outstanding customer service on behalf of the company to customers and preferred insurance carriers. The role involves actively participating in the strict management of renovation/restoration projects through effective planning, organizing, and supervision.

Key Responsibilities

• Help with daily management of the office
• Manage our corporate credit card expense process and ensure all team is providing job costing information in a timely manner
• Complete oversight of technician’s time sheets and timecard entry
• Pull weekly accounting reports to send to our corporate office
• Help set up, track, and update projects in project management systems with project managers on a daily and weekly basis
• Provide backup up AR and AP support when needed to support corporate based invoicing
• Provides administrative support for our project managers, estimators, and administrative assistants. Act as a liaison among project managers, estimators, clients, and subcontractors
• Audit electronic files through SharePoint for accuracy of required documents on each project
• Perform data entry and maintain ERP for the projects they support
• Effectively and accurately communicate relevant project information to the project manager, sales estimator, and other team members
• Tracks multiple projects simultaneously
• Responsible for gathering documents for new subcontractors and following up with existing subcontractors for non-compliance
• Completes assigned duties correctly, on time and as directed
• Adheres to company policies and procedures
• Utilizes advanced word processing and spreadsheet skills using MS Office, and other software packages as needed
• Communicate with property owners to obtain paperwork, work authorizations, and certificates of completion
• Coordinate file review meetings to ensure team members have proper documentation and updates in all jobs, or the position may need to work directly with the mitigation managers to ensure all paperwork is turned in and reviewed on a daily basis
• Ensure that the field teams are adequately trained on all relevant field documents, time entry and receipts
• Assisting in CAT events as needed
• Work after hours or on weekends, as needed, to assist with EMS services as they occur
• Ensure a high level of client satisfaction and great client experience
• Assist local business development reps in on boarding new clients and help the corporate billing team in establishing the proper invoicing process for that client (i.e. Portals and email chain)
• Other duties as assigned

Competencies

• Prior experience handling administrative and accounting responsibilities
• Organized Detail-oriented and able to multi-task while working in a fast-paced environment
• Ability to follow verbal and written instructions
• Ability to process emails and handle tasks timely, accurately, and professionally
• Highly organized multitasker who works well in a fast-paced environment
• Willingness to learn and to grow with the company
• Positive attitude and sense of urgency
• Excellent written and verbal communication skills
• Above average computer skills
• Ability to sit for prolonged periods of time. Driving to field sites as needed
• Process oriented
• Ability to gain trust of peers and encourage collaboration and problem solving
• Ability to work in more than one vertical and keep the team on task at all times

Benefits

• Medical
• Dental
• Vision
• EAP
• STD/LTD
• Basic Life and AD&D
• Voluntary Life
• Supplemental: Accident, Critical Illness, Hospital Indemnity
• Cell Phone Stipend
• 401(k)
• Paid Time Off
• Paid Holidays

Watterson is an Equal Employment Opportunity and E-Verify employer.

Disclaimer: This job description is intended to outline the general nature and level of work performed by employees in this role. It is not designed to contain or be interpreted as an exhaustive list of all duties, responsibilities, or competencies. Employees may be directed to perform job-related tasks other than those specifically presented in this description based on business need.

Experience/Education/Qualifications

• 2-3 years prior office management experience
• High School Diploma or GED
• 1-2 years industry experience preferred
• Long periods of sitting at a desk
• Lift up to 10-15 pounds
• Proficient in Microsoft Office (Word, Outlook, Excel) and other general computer software
• Experience working with Project Management Software and other software programs

Physical Requirements

• Ability to perform the essential functions of the position in an office or job-site environment.
• Ability to remain in a stationary position and/or move throughout the workplace as needed.
• Ability to operate standard office and job-related equipment.
• Ability to occasionally reach, bend, kneel, climb, and lift or move items weighing up to 20 pounds.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.