Office Manager for Construction Services

POSITION SUMMARY

The Office Manager for Construction Services is responsible for managing the essential administrative tasks of our company as well as managing the various off-site construction phases of our projects. This position supports the Project Manager and Superintendents by overseeing all project permitting, bidding, scheduling, and contracting. This position is also responsible for all internal AR / AP processes, contract administration, plans and document management, and Procore maintenance and up-keep.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Serve as Point-of-Contact for the administrative needs of all clients, sub-contractors, and Delta Blue team. Manages direct phone line(s) and in-bound / out-bound company communications.
• Manage the AR / AP processes in partnership with the Project Manager(s), Superintendents, and Executive Team. Includes invoice generation, payables approvals, and Payment Waivers.
• Lead and Manage the contract creation, execution, and administration process.
• Serve as the Procore Administrator for the company, ensuring Procore is updated and accurate for all projects.
• Lead the Bid Package preparation and delivery for all 3^rd party projects. Coordinate with Project Manager to schedule all sub-contractor bids, compile them into a cohesive and complete bid package, coordinate approvals with Executive Team and submit bids to clients—accurately and on-time.
• Manage all construction documents and drawings, ensuring files are kept up-to-date and accurate for Construction Team and Executive Team.
• Responsible for establishing and maintaining company and project schedules.
• Serves as the Insurance Manager for keeping policies updated and current for Delta Blue and all Delta Blue subcontractors.
• Review and analyze project costs and work with estimating team in preparing detailed, accurate estimates, including material, labor, and equipment.
• Generate, Manage, and Report on complete design schedules leading to permit and start of construction.
• Coordinate with subcontractors and suppliers to ensure that all necessary materials and equipment are available.
• Interface with the Construction Team to clarify any ambiguities or interpretations of design concepts.
• Identify and Manage project risks, including changes to scope, schedule, or budget.
• Ensures all necessary permits and approvals are obtained prior to construction.
• Develop and Maintain subcontractor and vendor relationships.
• Maintain all vendor relationships and accounts for in-house orders and supplies (furniture, flooring, etc.)
• Perform other duties as assigned

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.
• Accuracy - Ability to perform work accurately and thoroughly.
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others.
• Adaptability - Ability to adapt to change in the workplace.
• Analytical- Strong analytical and problem-solving skills
• Building Codes- Basic understanding of building codes and design standards
• Communication, Oral - Ability to communicate effectively with others using the spoken word.
• Communication, Written- Ability to communicate effectively through written form.
• Conceptual Thinking - Ability to think in terms of abstract ideas.
• Conflict Resolution - Ability to deal with others in an antagonistic situation.
• Contracts- Comprehensive understanding of all forms of contracts including prime, design, and specialty
• Decision Making - Ability to make critical decisions while following company procedures.
• Detail Oriented - Ability to pay attention to the minute details of a project or task.
• Friendly - Ability to exhibit a cheerful demeanor toward others.
• Honesty / Integrity - Ability to be truthful and be credible in the workplace.
• Judgment - The ability to formulate a sound decision using the available information.
• Motivation - Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Organization- Ability to effectively remain organized and priority tasks/projects.
• Operationally Focused- Ability to be detail oriented but also grasp the bigger picture.
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems.
• Reliability - The trait of being dependable and trustworthy.
• Responsible - Ability to be held accountable or answerable for one’s conduct.
• Strategic Planning - Ability to develop a vision for the future and create a culture in which the long-range goals can be achieved.
• Safety Awareness - Ability to identify and correct conditions that affect employee safety.
• Team Builder - Ability to convince a group of people to work toward a goal.
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.
• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

SKILLS & ABILITIES

Education: Bachelor’s degree in Construction Management, Construction Technology, Engineering or Architecture, preferred.  Experience may be substituted for degree.

Experience: Five years of Commercial Construction Management Preferred.  Three years of Design-Build preferred. Proficiency with both Procore and Primavera P6; Proposify experience a plus.  Commercial construction management experience, with proven experience in Design Build and CMAR projects.  Specific experience scheduling and/or managing public projects is a plus. 

Computer Skills: Microsoft Word and Excel; and customized software. Ability to learn and adapt to changing technologies as the organization changes. 

Other Requirements: The ability to effectively perform several duties of the department and the ability to organize and achieve goals in a busy setting as well as effectively communicate with internal and external stakeholders.