Office Manager

Bristol, VA
Full Time
Experienced

Baker Roofing Company – Office Manager

Baker Roofing invests in our employees by empowering success and offering training courses. We value our employees by providing competitive benefits, prioritizing safety, and emphasizing work-life balance.

With more than 20 locations across the Southeast, Baker Roofing Company is an industry leader in providing an outstanding experience in commercial roofing, residential construction, metal fabrication, restoration, and more. We pride ourselves on over 100 years of quality work, investing in our employees, and providing a family-centered culture.

Apply today if this sounds like the opportunity you have been looking for!

 Summary

Supports company operations by maintaining office systems for a growing company.  This position requires accuracy, ability to provide quick turnaround of tasks, ability to work under pressure, and handle multiple tasks simultaneously.  This position must have ability to work independently, maintain confidential information, be a team player, can interpret and apply administrative and departmental policies, regulations, and rules.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The lists below are representative of the knowledge, skill and/or ability required.

Minimum Qualifications

  • Education: Minimum High School graduate or GED, bachelor’s degree preferred
  • Experience: Five or more years’ experience working in an administrative environment and experience working in a construction environment desirable
  • Computer: Experience with Microsoft Outlook, Word, Excel, Power Point and accounting software

Knowledge, Skills, and Abilities

  • Excellent written and oral communication skills
  • Exceptional organizations skills
  • High degree of self-confidence
  • Motivated and professional
  • Customer service experience
  • Ability to complete required paperwork – schedules, billings, purchase orders, requisitions, staff letters, etc.
  • Have experience working with multiple database applications
  • Have experience with customer relationship management software applications
  • Be available to travel, primarily day trips to other offices, if assistance is required

Essential Functions

  • Act in a positive and professional manner
  • Assist Operations Manager with assigned duties
  • Receive daily Time Summit / ExakTime to verify information for field crews and Superintendents and provide daily time sheet log to Baker Accounting Department
  • Compare hours worked against GPS movement of assigned vehicles for accuracy and ensure any questions regarding proper payment of hours are handled correctly
  • Assist as needed with completion of or issue resolution for purchase orders
  • Prepare invoice packages for public and private customers including schedule of values, release of liens, sales tax and any additional reports required to expedite payment
  • Process outgoing mail – i.e. draft cover letters, prepare for mailing
  • Roof Assurance – schedule, work orders, billing, manage calendar and send email to Service Coordinator in Service Department when each are completed
  • Process subcontractor pay request weekly and assist with necessary paperwork
  • Prepare for approval and submit weekly PTO report to payroll at corporate
  • Life Storage – work orders for all servicing states – distribution, billing, change orders, NTE increases, work with facility managers within districts to resolve any customer issues, and overall management of portal for Life Storage
  • Upload contracts, bid document, daily schedules of repairs and scheduled project completion dates
  • Call and schedule repairs and obtain gate codes for projects and maintenance work
  • Self Storage events NC, SC, Florida, VA and MD
  • Travel booking for crew including hotel and flights
  • Building permits – researching state municipality, filing out building permit, acquiring supporting paperwork for permit, file with the municipality
  • Warranties – issue Baker warranties, update warranty database for Baker Roofing Company after each job is complete; track manufactures warranty and make sure completion paperwork has been filed for job
  • Work orders – enter in materials, write scopes, enter into Box
  • Assist in ordering equipment for jobs as needed
  • Setup and maintain filing of job folders, corporate communications, and office related documents, and other items as necessary
  • Job closeouts – weekly job meetings reviews, research job discrepancies, overages, under costs, subs, and commissioned sales personnel
  • Assist with answer and route of incoming calls, receive office visitors
  • Customer calls and concerns, leak requests, and resolution
  • Maintain and order office and janitorial supply inventory
  • Assist with fax / copy duties as needed
  • Provide Viewpoint assistance as needed to other users
  • Prepare and submit weekly check requests to Accounting for subcontractor payments, warranty invoices, and others as needed
  • Gather company credit card receipts from cardholders, apply coding if necessary, submit for approval, and enter coding into banking website
  • Any other errands or general support functions that provide an efficient and positive outcome for the office or its employees

Physical Demands

Must be able to lift 25 pounds regularly. Must be able to drive between various offices, walk, stand, and sit frequently throughout the day.

Work Environment

This position will be in an office environment.

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Baker Roofing Company is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to race, color, religion, sex, national origin, disability, or protected veteran status. If you need special assistance or accommodation in applying for employment at Baker Roofing Company, please contact our Recruiting department at 919-828-2975 or [email protected].

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