Office Manager

Location: Alaska

Employment Status: Full Time Regular

FLSA Classification: Exempt – Salaried

Position Summary:

Potawatomi Defense Operations (PDO), a federal government contractor, is seeking a qualified Office Manager who provides the knowledge and skill to support a business unit of Executives, Project Management and Field Operations team by performing all administrative aspects of operating a home office. Office Manager supports the home office, business development/proposal devolvement, project management and field operations. The Office Manager is responsible for the administrative tasks related to processing and tracking proposal pursuits and the various construction management processes associated with subcontracts, POs, insurance, bonding, certified payroll, etc.) and for performing other accounting and office related tasks (A/P & A/R tracking, obtaining office supplies, answering phones, etc.) which allows the project management team to focus on their core responsibilities associated with project performance. The primary responsibility of the Office Manager is to maintain a well organized and functioning office that facilitates an efficient work environment that conveys a tone of professionalism as seen through the eyes of the various internal and external project stakeholders (owners, subcontractors, fellow employees, etc.).

Essential Duties & Responsibilities:

• Support the project management team in the construction process throughout all phases of the lifecycle of a project to include proposals, estimating, negotiation, contracting, buyout, construction administration and closeout of individual projects and/or task order projects at large by copying, distributing and filing all routine correspondence;
• Work with the executive and project management team to prepare the monthly applications for payment by accumulating, copying and filing all required backup (utilizing a check list) and by tracking the progress of the applications to make sure that all processing steps are complete by the required due dates;
• Improve and Maintain office file system.
• Work with corporate offices to ensure subsidiary compliance
• Work with the corporate Accounts Payable to control the workflow of all invoices, to include: matching up delivery receipts with invoices, cost coding, obtaining the project managers approvals and by returning the signed off invoices with all appropriate backup to the home office in a timely manner;
• Collect all timecards, verify that cost coding and all other elements are filled out properly, once approved, forward all time cards to the payroll department prior to the date and time due;
• Be the onsite liaison for minor HR matters that involve making forms available, assisting newly hired employees, performing startup and closeout paperwork on employees (utilizing checklists), etc…;
• Perform final edits, copy, distribute and file subcontract agreements, change orders, purchase orders, etc.;
• Obtain insurance and signed subcontracts/POs from all vendors and maintain a paper based file and an electronic log of the status of the insurance certificates and signature of all project documents;
• Accumulate certified payrolls & other compliance documents for self-performed and subcontractor work for all active trades. Copy, file & distribute required documents monthly incidental to preparing applications for payment;
• Maintain all project files (paper and electronic) and the transfer of documents between the field office and all stakeholders in a high state of order in which documents are readily locatable.
• Maintain a current project directory list of phone numbers and email addresses for all major stakeholders involved in each project and routinely distribute the list once a month;
• Identify, label, copy and distribute project drawings and specifications (paper and electronic format);
• Maintain a reasonable inventory of office consumables (office supplies, bottled water, coffee, etc) and order the various supplies based on a periodic schedule;
• Maintain an awareness of where all staff are at all times to be able to respond to telephone calls and visitors needs to locate people and/or to address issues;
• Publish, copy, distribute meeting agendas, logs, attachments and minutes for the weekly staff meetings and other adhoc meetings as required;
• Facilitate the movement of paper documents by processing mail and express mail services both inbound and outbound on a daily basis;
• Maintain a clean office environment via a combination of the help of others;
• On a daily basis keep all Printers, Copiers and Fax Machines filled with paper, toner and in a good state of order;
• Provide timely and cordial interaction with supporting work groups, such as Accounting, HR, IT, Proposals, etc.;
• Participate in life-long learning opportunities and professional development; and
• Participate in weekly staff meetings and focused work group functions.
• Knowledge with PROCORE construction management software preferred;

Minimum Qualifications:

• A.S. degree in Business Administration or similar and five years of direct experience or equivalent preferred;
• Strong written and verbal communication skills to include the ability to be a team player;
• An understanding of construction terminology and the CSI indexing system highly desired; and
• High level of proficiency with spreadsheets and the complete MS Office Suite of Software. The ability to readily learn and use project specific software used in performing the administrative functions of the position.

Working Conditions:

• Some walking and standing required. You may have to lift and carry equipment (i.e., books, tools) weighing approximately 10-15 pounds.
• Most of the work is performed indoors
• Work in the occupation involves making repetitive motions more than 1/3 of the time
• Requires standing for periodically
• Must be able to stand, stoop, kneel and bend

Potawatomi Defense Operations is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We celebrate the unique differences of our employees because that is what drives curiosity, innovation, and the success of our business. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where we operate. Accommodations are available for applicants with disabilities.