Office Manager - Ghilotti Construction Company

JOB SUMMARY: The Office Manager at Ghilotti Construction Company plays a critical role in ensuring the smooth and efficient operation of the office. This role requires exceptional organizational skills, a proactive attitude, and the ability to thrive in a fast-paced environment. The Office Manager will provide administrative and operational support across departments while maintaining a professional, positive, and client-focused demeanor. This individual must handle multiple tasks, prioritize effectively, and maintain confidentiality in all matters. The position demands an individual with impeccable documentation control abilities, as well as excellent communication abilities (both oral and written).

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manage the Executives calendar, coordinate travel, and handle inquiries from stakeholders.

Assist with special projects, research, and data compilation.

Oversee daily organization of common areas, including the kitchen, supply room, and conference rooms.

Liaise with vendors for office supplies, business cards, and shredding services.

Greet office visitors warmly and ensure a professional atmosphere.

Maintain the confidentiality of proprietary information and sensitive company and personal data.

Coordinate reception coverage, serve as the backup receptionist, and greet visitors with professionalism and hospitality.

Organize meetings, appointments, and travel arrangements. Prepare agendas and materials for meetings and events.

Draft, edit, and distribute professional correspondence, memos, and reports. Act as a liaison between stakeholders and the leadership team.

Manage inventory, place orders, and oversee maintenance of office supplies and equipment.

Plan and execute company events such as luncheons, holiday parties, and team-building activities.

Coordinate with janitorial services, building maintenance, and third-party vendors for office upkeep, furniture installations, and deliveries.

Prepare purchase orders, manage expense reports, and handle bank deposits.

Send packages, maintain shipping supplies, and manage courier services.

Accurately maintain filing systems, databases, and records.

Provide comprehensive support to the Finance department and other departments as needed.

EQUIPMENT USE

Telephone – Frequently

Scanner – Frequently

Copier – Occasionally

Computer – Frequently

SOFTWARE USE

Microsoft Office Suite,Adobe Acrobat, MicrosoftOutlook

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCE, LICENSES, AND CERTIFICATIONS

Bachelor’s Degree (B.A.) from a four-year college or university preferred.

Five or more years office management or executive assistant experience.

The position demands an individual with impeccable documentation control credentials.

Must have strong written and oral communications.

High level of discretion and professionalism in handling sensitive information.

Experience in event planning and project coordination.

Familiarity with office equipment and facilities management.

SPECIAL CONDITIONS OF EMPLOYMENT

Pre-employment background screening investigation resultsthat are acceptable to GCC at GCC’s sole discretion.

Drug/alcohol test (negative test results).

Background/security clearance.

Valid driver’slicense and clean driving record.

MENTAL DEMANDS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to apply mathematical concepts. Ability to apply mathematical operations to such tasks as frequency distribution, determination of test reliability and validity, and factor analysis. Ability to define and document problems, collect data, and establish facts.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee 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 job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

GCC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.