Job Description
Full job description
Summary
The Office Manager is responsible for providing administrative support to the On-Site Project Manager, or other members of management. Serves as a liaison to departments, and other corporate offices, coordinates guests, clients, and visitors’ meetings, and responds to requests for information and assistance as required by the On-Site Project Manager and other team members. Coordinates office support services and facilities. Develops and employs a system to ensure that administrative needs for operations are met in a timely manner.
Provides executive administrative support services to the On-Site Project Manager, and other staff including word processing; creating and maintaining both electronic and hard copy files; assisting in preparing special materials for presentations, budgets, reports, contracts, and other records and procedures.
The pay range for this position is $48,000-$64,000 per year.
This position comes with a competitive and comprehensive benefits package, including medical, dental, and vision insurance, life insurance, a 401(k) plan with a 3% match, paid time off (PTO), and company-paid holidays.
This position will be posted for 5 days or until filled.
Essential Duties and Responsibilities (including, but not limited to)
Compose and/or edit letters, memos, reports, procedures, etc., as required by On-Site Project Manager/Project Staff for signature/approval
Act as a liaison between On-Site Project Manager/Project Staff and others, including other departments, external contacts, clients, etc. May be required to arrange meetings, clarify, and resolve problems, coordinate work, and maintain working relationships
Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization
Assist On-Site Foreman or Site Supervisor as assigned in planning the work schedule and arranging for assignment of project personnel and equipment as needed to ensure the project progresses on schedule and within the prescribed budget
Provide work reception, service desk and work order management for operations and maintenance activities
Manage facilities service desk for operations and maintenance, to include receiving all emergency and non-emergency calls, as assigned, will assist and create work requests, and service orders and coordinate with the Site Supervisor and Site Foreman on contractor maintenance and repair work crew activities
Prepare control documents for use in reconciling one or more of the following: payroll, payables, and/or receivable transactions
Code time sheets, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input and submit to site supervisor for submission to the accounting department.
Keep the master tracking list updated daily and meet weekly or more frequently as necessary with the On-Site Project Manager and On-site Supervisor.
Coordinate invoice problems with vendor and accounting; delivery requirements with vendor and supervisor
Maintains records, inventories, purchases, and organizes and orders office supplies and office equipment
Maintain employee files (i.e., timecards, vacation requests, sick leave, incident reports, tracking company property)
Answer telephone calls, take messages, and provide information to callers in a tactful and diplomatic manner
Takes notes at meetings and develops formal minutes document(s) for filing
Makes copies of documents, create files and presentations as requested by the On-Site Project Manager
Facilitates staff and meetings, and prepare meeting minutes
Assists in the overall planning, direction, and coordination of facility operations and management services
Delivers and receives packages/mail from the mailroom and distributes
Assist in other administrative tasks as needed
Performs information research for the On-Site Project Manager
Supervision
None
Minimum Qualifications
High school graduate or General Education Degree (GED)
Strong computer skills, ability to work with Microsoft Office Suite
5+ years of related experience
Ability to pass a pre-employment background check and drug screening
Ability to pass a background check by Federal Agency to obtain security access badging
United States Citizen or Permanent Resident
Preferred Qualifications
Associate degree in Business Administration or another relevant field
10+ years of related experience
Knowledge and experience with Alaska Native Cultures
Shareholder Preference:
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Core Competencies
Self-Motivated - Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
Accuracy - Ability to perform work accurately and thoroughly.
Physical Demands (including, but not limited to)
Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and if the elevator is not available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.
Work is performed in an office setting with the ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use keyboard and video display terminal, and other office equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment
Generally, indoors. While outdoors may be subject to construction site conditions, confined spaces, changes in temperature, weather conditions, and noise levels.
Work Schedule: Monday – Friday 8:00 to 5:00, may vary based upon business needs
Summary
The Office Manager is responsible for providing administrative support to the On-Site Project Manager, or other members of management. Serves as a liaison to departments, and other corporate offices, coordinates guests, clients, and visitors’ meetings, and responds to requests for information and assistance as required by the On-Site Project Manager and other team members. Coordinates office support services and facilities. Develops and employs a system to ensure that administrative needs for operations are met in a timely manner.
Provides executive administrative support services to the On-Site Project Manager, and other staff including word processing; creating and maintaining both electronic and hard copy files; assisting in preparing special materials for presentations, budgets, reports, contracts, and other records and procedures.
The pay range for this position is $48,000-$64,000 per year.
This position comes with a competitive and comprehensive benefits package, including medical, dental, and vision insurance, life insurance, a 401(k) plan with a 3% match, paid time off (PTO), and company-paid holidays.
This position will be posted for 5 days or until filled.
Essential Duties and Responsibilities (including, but not limited to)
Compose and/or edit letters, memos, reports, procedures, etc., as required by On-Site Project Manager/Project Staff for signature/approval
Act as a liaison between On-Site Project Manager/Project Staff and others, including other departments, external contacts, clients, etc. May be required to arrange meetings, clarify, and resolve problems, coordinate work, and maintain working relationships
Oversee and/or process day-to-day administrative items (i.e., expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor's authorization
Assist On-Site Foreman or Site Supervisor as assigned in planning the work schedule and arranging for assignment of project personnel and equipment as needed to ensure the project progresses on schedule and within the prescribed budget
Provide work reception, service desk and work order management for operations and maintenance activities
Manage facilities service desk for operations and maintenance, to include receiving all emergency and non-emergency calls, as assigned, will assist and create work requests, and service orders and coordinate with the Site Supervisor and Site Foreman on contractor maintenance and repair work crew activities
Prepare control documents for use in reconciling one or more of the following: payroll, payables, and/or receivable transactions
Code time sheets, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for input and submit to site supervisor for submission to the accounting department.
Keep the master tracking list updated daily and meet weekly or more frequently as necessary with the On-Site Project Manager and On-site Supervisor.
Coordinate invoice problems with vendor and accounting; delivery requirements with vendor and supervisor
Maintains records, inventories, purchases, and organizes and orders office supplies and office equipment
Maintain employee files (i.e., timecards, vacation requests, sick leave, incident reports, tracking company property)
Answer telephone calls, take messages, and provide information to callers in a tactful and diplomatic manner
Takes notes at meetings and develops formal minutes document(s) for filing
Makes copies of documents, create files and presentations as requested by the On-Site Project Manager
Facilitates staff and meetings, and prepare meeting minutes
Assists in the overall planning, direction, and coordination of facility operations and management services
Delivers and receives packages/mail from the mailroom and distributes
Assist in other administrative tasks as needed
Performs information research for the On-Site Project Manager
Supervision
None
Minimum Qualifications
High school graduate or General Education Degree (GED)
Strong computer skills, ability to work with Microsoft Office Suite
5+ years of related experience
Ability to pass a pre-employment background check and drug screening
Ability to pass a background check by Federal Agency to obtain security access badging
United States Citizen or Permanent Resident
Preferred Qualifications
Associate degree in Business Administration or another relevant field
10+ years of related experience
Knowledge and experience with Alaska Native Cultures
Shareholder Preference:
Pursuant to PL 93-638, as amended, preference will be given to qualified Ahtna Native Corporation Shareholders, Descendants, and Spouses in all phases of employment.
Core Competencies
Self-Motivated - Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
Communication, Oral - Ability to communicate effectively with others using the spoken word.
Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
Goal Oriented - Ability to focus on a goal and obtain a pre-determined result.
Accuracy - Ability to perform work accurately and thoroughly.
Physical Demands (including, but not limited to)
Frequent sitting for prolonged periods of time, using hands/fingers requiring dexterity and coordination to handle files and single pieces of paper, reaching with hands and arms for items above and below desk level, talking, hearing, and seeing (up close, at a distance, along the periphery, with depth perception, and the ability to adjust focus); walking from place to place within the office with occasional use of stairs and if the elevator is not available; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting of up to 25 pounds such as small office equipment, files, stacks of paper, reference and other materials.
Work is performed in an office setting with the ability to speak and receive phone communications often. Work requires computer usage with strength, dexterity, coordination, and visual acuity to use keyboard and video display terminal, and other office equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Work Environment
Generally, indoors. While outdoors may be subject to construction site conditions, confined spaces, changes in temperature, weather conditions, and noise levels.
Work Schedule: Monday – Friday 8:00 to 5:00, may vary based upon business needs
💡 Quick Summary
Seeking a career-building opportunity? The Office Manager - AIT position is now open for candidates interested in the BPO Jobs sector. This role in Seattle offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in BPO Jobs is a plus.