Office Manager
Position Summary
The Office Manager reports to the Owners and manages the day to day office operations of the company in compliance with the company’s policies and procedures. The Office Manager is responsible for the effective and efficient design and administration of all office procedures and accountable for the accuracy, completeness, and timely completion of all office files, systems, and reports.
Why you’ll love working at Barnes Custom Builders.
Our team is collaborative and supportive. We are dedicated to our craft and offer career training and advancement opportunities. We are located in North Falmouth and work primarily in the Upper Cape Cod area.
We offer a competitive benefits package including:
Health insurance
Paid time off
Paid holidays
Retirement savings plan
Position Details
Responsibilities
The Office Manager is responsible for completing the following tasks and activities:
Perform basic administrative functions such as answer the phones and direct calls, greet guests, maintain physical and electronic files, typing, proofreading, and mailing, etc., as requested by the Owners and ensure the common areas of the office are neat, clean, and well maintained.
Prepare and distribute marketing and sales packets to potential clients and prepare and send new client appreciation letters and gifts.
Manage, update, and maintain all payroll records and timely process payroll to meet defined payroll procedures including processing time sheets and expense reimbursements, filing and submitting workmen’s comp and other payroll taxes, submitting retirement plan contributions, and recording accrued vacation and other benefits.
Create, maintain, and monitor all employee personnel records and files. Ensure all records are kept up to date, secure, and accurate.
Ensure the inventory needed for all office supplies properly maintained and are ordered in timely manner. Includes items such as, paper supplies, copier supplies, envelopes, pens, pencils, forms, folders, water, coffee, etc.
Administers and oversees the purchase, maintenance, repair and training on all office computer equipment, software, and telephone systems, and researches and recommends changes, upgrades, and new systems.
Creates office filing systems and procedures and manage the filing of all documents and correspondence according to the procedures.
Develop, manage, and maintain human resource processes and documents.
Develop, manage, and maintain the system for obtaining and filing the proper current trade contractor documents.
Manage annual worker’s compensation and liability audits.
Other administrative duties, as assigned.
Accountability
The Office Manager is accountable for completing the above tasks and activities to the following measurements of success and standards of quality and performance:
Ensure all records, files, filings, reports, documents, and systems are accurately, completely, and timely produced, submitted, updated, and maintained.
Ensure that all office records are held in the strictest confidence and in accordance with applicable laws and are not disclosed to any third party with the express consent of a company officer.
Maintain a professional appearance and follow the company dress code while in the office, at client sites, or while representing Barnes Custom Builders.
While representing Barnes Custom Builders, act in accordance with company values in all decisions and interactions with clients, vendors, partners, staff, or the public.
Authority
The following lists when the Office Manager has the authority to decide without prior approval or notification or when and how authority or notification is needed prior to making a decision:
To plan and manage their own daily tasks and activities to complete assigned responsibilities to defined performance measurements (accountabilities), as defined above.
Final authority on the design and implementation of all office and personnel filing and record keeping systems within applicable laws and to comply with other Barnes Custom Builders policies and procedures.
To make purchases of office supplies, equipment, and tools, as needed, with defined budgets. Requires approval of the Owners to exceed approved budgets or to purchase new types of equipment or tools.
Skills, Education, and Experience
The following lists the minimum or desired skills, education and experience required for the role of Office Manager:
2-5 years of office management experience.
Some years of experience working for residential construction company preferred.
Valid Massachusetts driver’s license.
Able to lift up to 25 pounds without assistance.
