Office Manager, MEP - NexGen Contracting

NexGen is looking for an Office Manager - MEP to join its growing team in Reno, NV! 

Why NexGen?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. NexGen is our self-performing Construction Division. Gray is consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

Why Gray?

Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.

Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.

Who we want… (Requirements)

The new team member is required to have High School degree and one (1) year of experience in a similar role. Must possess basic computer skills including the ability to utilize multi-line phone, word processing, spreadsheets, software, and e-mail. The selected candidate will have excellent communication skills. Must be physically present in the Lexington office and able to work Monday through Friday from 7:30 AM until 5 PM.

The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.

The requirements listed above are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we expect… (Essential Functions)

Front Door

• Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Be available to let people in, assign substitute when gone
• Greet visitors in a friendly, professional manner
• Remember visitor’s names and give polite good-byes upon departure
• Maintain names and contact information for current customers and consultants
• Greet arrivals, notify Gray Team Member, offer seat, offer beverage
• Receive Mail, UPS, FedEx
• Get mail from box each day
• Have outgoing mail ready for USPS, UPS, FedEx
• Provide WiFi information to visitors
• For Gray Team Members from other offices, offer working locations
• Assist with travel time information – airports, etc.
• Be familiar with other Gray Offices and Companies and provide contact information and act as liaison when appropriate
• Dress professionally
• Be available by 8:00 AM and depart at 5:00 or after
• Be the manager of impressions
• Contribute to a positive, professional atmosphere

Telephones

• Capable of operating a PBX or multi-line telephone system.
• Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
• Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.
• Answer questions about organization and provides callers with address, directions, and other information.
• Direct calls to other Gray Offices as need be
• Listen to and direct messages left on main number
• Follow-up with Team Members on important Customer requests
• Maintain current Team Member list with phone numbers and email addresses
• Changes the night voice greeting when the office is closed for a holiday to explain the office will be closed.
• Coordinate with IT changing the greeting after the holiday back to the general greeting.

Visitor Information

• Maintain current information about parking, arrival, local hotels, etc. for visitors
• Monitors visitor access and issues parking passes when required
• Arrange for reduced rates at local hotels
• Maintain list and information about entertainment for out of town visitors – golf, music, restaurants, Disneyland, etc.
• Communicate with visitors
• Act as a company concierge

Mail

• Receive and sort mail, place in Team Member slots
• Check Team Member slots for neglected items
• Prepare mail packages
• Maintain stamps, envelopes, etc.

Printer/Scanners

• Maintain supplies, paper, toner, etc.
• Address problems, jambs, etc.
• Contact IT for support as required

IT Liaison

• Function as Gray Southwest liaison for office IT Issues:
• Internet
• Security
• Web meeting devices

Landlord

• Communicate with Landlord about repairs or any other issues
• Confirm that rent payments are being made – interact with Gray Accounting
• Communicate with Landlord about events, or any other communication obligations
• Communicate with Landlord about after hours HVAC needs

Parking – City Parking Lot

• Maintain list of City Parking Permits
• Renew and cancel Parking Permits
• Collect Parking Tags when there are departures

City Business License

• Track and manage payments for City Business License renewals

City Officials

• Get acquainted with City Officials, Council Person, Police, etc.
• Communicate our needs with Officials
• Communicate our appreciation to Officials
• Get acquainted with neighbors and other tenants in our building
• Do everything to develop community and mutual understanding

Kitchen, Kitchenette & Coffee

• Communicate with coffee services company
• Make sure coffee supplies are always available
• Make sure payments are made to coffee service
• Purchase and place and replenish beverages & snacks
• Tidy up Kitchen, Kitchenette and Breakroom twice daily (Each Team Member will be responsible to clean up after themselves, place dishes in dishwasher, etc.)
• Fill and run dishwashers at the end of each day, or more if needed – clean out dishwashers and place dishes in cabinets and on shelves first thing in the morning – keep dishwashers available for Team Members in put their own dishes in them.

Conference Rooms

• Team Members should clean up after meetings
• Make sure that conference rooms are cleaned up after meetings – in some cases, meeting may adjourn to a restaurant and Gray Team Members won’t be available to clean up.
• For Customer Meetings, prepare and present coffee cart or tray – replenish at reasonable intervals
• Erase whiteboards, unless labelled “do not erase”
• Arrange chairs in an orderly manner after meetings
• Turn off display screens after meetings

Lunches & Catering

• Manage providing menus and ordering lunches for meetings or evening events – collect orders, make orders and display in conference room or location as appropriate
• Develop working relationship with local restaurants, coffee shops and bars
• Make reservations for group lunches or dinners at local restaurants

Events

• Manage events in the office, or in other venues (Christmas Parties, etc.)

Office Cleaning

• Maintain communication with cleaning company
• Make sure cleaning is done to requirements
• Arrange extra cleaning when required
• Arrange window cleaning at appropriate intervals
• Maintain minimal cleaning supplies for emergencies, broom, mop, rags, window cleaning items, etc.

Office Supplies

• Develop list of standard office supplies
• Maintain supplies, order when low
• Organize supplies in an orderly manner
• Orders, receives, and maintains office supplies for area.

Seasonal Decorations

• Acquire, maintain and put out seasonal decorations

Furniture and Equipment

• Maintain files and contact information for furniture and office equipment
• Manage repairs or replacements as needed

Templates and Standard Files

• Maintain Gray Southwest templates – letters, excel sheets, etc.

Administrative Work

• In spare time, assist with various work tasks to assist Team Members
• Prepare excel sheets, letters, presentations, etc.

Physical Demands & Work Environment

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear.  They may occasionally be required to climb or balance, stoop, kneel, or crouch.  Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.

Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.

Supervisory Responsibilities

This position has no supervisory responsibilities.

EEO Disclaimer

Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.

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