Office Manager - AP Specialist

Office Manager - A/P Specialist

Position Summary:

Provide comprehensive administrative support for the day-to-day operations of the operating unit. Serve as a resource for the President, Service and Production Departments by providing information, answering questions and assisting with administrative projects as needed.

Job Functions:

• Responsible for the administrative functions related to the daily needs of the office
• Responsible for Accounts Payable tasks
  • Scanning invoices
  • Credit memos/check requests
  • Run weekly cash requirement; cut checks and pay vendors
  • Set up vendors
  • Reconcile vendor statements

• Track and collect lien waivers from subcontractors/supplies
• Responsible for reconciliation, receipts, coding and processing for office credit cards
• Develop periodic reporting tools and deliver ad hoc reports as needed
• Responsible for fuel and credit card accounts; vehicle gas usage reporting
• Monitor alarm system and cameras
• Maintain common areas including conference rooms, reception area, kitchen
• Maintain office supply inventory and order new supplies; responsible for office equipment (copiers, fax) operation and maintenance
• Greet visitors, receive deliveries, schedule outbound pickups; sort and distribute incoming mail
• Responds to building maintenance requests

• Perform other related duties as assigned

Knowledge, Skills & Experience (Essential):

• High School Diploma or equivalent
• Ability to work independently and in a team environment
• Knowledge of office-related practices and procedures
• Computer skills and knowledge of office software packages including Microsoft Office Suite
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates
• Proficiency with Microsoft Word and Excel, including strong attention to detail

Knowledge, Skills & Experience (Desirable):

• Prior experience in the construction industry
• Prior experience with Accounts Payable processes
• Bachelor’s degree or equivalent experience
• Knowledge of business and management principles

Key Competencies:

• Reliable and honest with a willingness to learn and be a team player
• Teamwork and collaboration
• Superb communication skills
• Sound judgment and ability to make decisions
• Well organized; adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative, adaptability and integrity
• Professional demeanor, including refusal to engage in gossip

Occupational Health and Safety:

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Working Conditions:

Physical surroundings: Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 50 pounds

Travel: 0 – 5%

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position. They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions. Tecta America reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business. Tecta America is an Equal Opportunity Employer.