Administrative Services Manager - Southland Industries Inc.

POSITION SUMMARY

The Administrative Services Manager will manage the administrative support and services function for the division through teams of staff.This individual will manage 3 buildings totaling 156,000 square feet and housing approximately 220 employees.The perfect candidate will bring a minimum of 5 years of office/facilities management, at least 2 years of executive support, and will ideally have a background working in the AEC industry.

What you’ll do:

• Organizes, prioritizes, and coordinates multiple work activities and meets critical deadlines.
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Responsible for front office and receptionist. Provide backup phone coverage daily as required to support the Receptionist.
• Arrange for meetings, conferences, and programs (on- and off-site) including catering, room setup, audiovisual services, staff support, local transportation, and travel.
• Arrange travel and itineraries, compile documents for travel-related meetings.
• Manage inventory and order office supplies.
• Order marketing materials, office forms, stationery and business cards and other office incidentals.
• Manage calendars and schedules
• Provide support to corporate HR Department with new hire onboarding and college recruiting activities.
• Maintain/update calendar on Public Folders daily with office events, birthdays, holidays, meetings, etc.
• Maintain/update and distribute division phone directory and extension list.
• Create organization charts using Visio and Power Point.
• Organize and manage social office events and activities.
• Participate in special department projects as needed.
• Essential tasks and any other tasks as required may be assigned by Managing Principal or Operations Manager.
• Compose and prepare confidential correspondence, reports, and other documents.
• Create and maintains database and spreadsheet files.
• Make Division purchases using company expense card. Process receipts and sign-offs in a timely manner.
• Understand and strategically manage al facets of building maintenance which may include contract negotiation, pricing negotiation for upgrades and repairs, manage regular maintenance and upkeep of the premise
• Act as the champion of social engagement in the office
• Perform additional assignments/requests as needed

What you’ll need to be successful:

• Outstanding verbal and written communication skills: Ability to influence leaders, vendors and staff
• Highly proficient in Microsoft Office, including Word, Excel and PowerPoint
• Strong presentation preparation skills
• Strong project management skills
• Ability to train, coach and manage multiple teams of staff
• Ability to work under pressure with numerous interruptions
• Ability to effectively prioritize work.
• Maintain strong client relations and provide excellent customer service.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to manage sensitive and confidential materials and situations with tact and professionalism
• Bachelor’s Degree or equivalent education, training and/or experience required, Masters degree preferred
• 5 years of experience in administrative support and services, including 2 years in executive support
• Lead experience preferred

YOU Matter

PEOPLE FIRST: BUILDING TALENT BY DESIGN

At Southland we aspire to build a workforce that’s as diverse as the people who occupy the buildings we design, build and maintain. Building talent by design is our intentional approach to creating a truly safe, collaborative, and inclusive work environment that fosters growth, empowers professional achievement, and where people are treated with respect at all levels.

If you’re someone with a true passion for our industry, a life-long learner, with high accountability and a drive for results we’re looking for you!  At Southland, we hire problem solvers that are focused on providing customer value through continuous improvement and will take ownership to create the best experiences that will have an impact wider than their own job.  We thrive on creating a strong company and culture where you’ll feel engaged, challenged, and valued.

If you’re ready for the next big step in your career and want a career full of fun and excitement and to be a part of a fast-paced growing company, then JOIN our team and become a part of an organization that values PEOPLE, SAFETY, INNOVATION, COLLABORATION, INTEGRITY, ACCOUNTABILITY & SUSTAINABILITY.

Benefits:

As an employee-owned company, we offer a comprehensive benefits package that includes excellent benefits for you and your family:

• 401(k) Plan
• Competitive Pay
• Medical, Dental, Vision Insurance
• Term Life, AD&D Insurance, and Voluntary Life Insurance
• Disability Income Protection Insurance
• Pre-tax Flexible Spending Plans (Health and Dependent Care)
• Holidays/Vacation/Personal Time/Life Events Leave
• Numerous training opportunities and company-paid membership for professional associations and licenses

For more information on Southland Industries, please visit our website: Southland Careers or on Facebook or LinkedIN 

To hear what our employees are saying about working at Southland Industries, check out our Career Video - Working at Southland

Southland Industries and all its subsidiaries are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing our employees with a safe work environment free of discrimination and harassment. All employment decisions at Southland Industries are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, gender, gender identity, sex, national origin, ancestry, age, disability, medical condition, marital status, sexual orientation, family care or medical leave status, veteran status, or any other status protected by the laws or regulations in the locations where we operate. Southland Industries will not tolerate discrimination or harassment based on any of these characteristics.

**All employment offers are contingent upon successful, drug tests, background checks and professional reference checks. **

**We are not able to offer sponsorship of employment at this time**

If you don’t feel this position is a match for you, we encourage you to share it with others. Feel free to share throughout your social networks and follow us on Facebook, Twitter, LinkedIn, and Instagram to keep up to date on what we’re doing as a company.