Office Manager

$65,000 - $70,000/Yr

Stuart Dean Company - Chicago, IL

Full-time - Mid Level

Chicago, IL

Fabricated Metal Product Manufacturing

About the position

As an Office Manager at Stuart Dean Company, Inc., you will oversee and manage the daily operations of the Chicago office. This role involves providing leadership to the office staff, coordinating administrative activities, and ensuring efficient operations. You will also handle various financial tasks, requiring strong organizational skills and attention to detail.

Responsibilities

• Manage and prioritize incoming communication, including emails, phone calls, and mail, and distribute to individuals when necessary.
• Support the needs of all office staff, including providing guidance, support, and training as needed.
• Utilize office machines, such as photocopiers and scanners, and fax machines to maintain or send paperwork.
• Develop and implement office policies and procedures to enhance efficiency and productivity.
• Monitor and manage office supplies, inventory, and equipment, ensuring proper maintenance and availability.
• Support HR functions, such as assisting with onboarding new employees, new hire orientations and maintaining personnel records.
• Maintain a safe and secure working environment, adhering to health and safety regulations.
• Manage accruals and invoice processing for contract work, ensuring accuracy and timeliness.
• Manage billing collections and accounts payable activities, ensuring prompt payment and adherence to financial policies.
• Review contracts to identify important details related to retention, invoicing, and other relevant factors.
• Reconcile financial records to ensure accurate billing and resolve any discrepancies or issues.
• Oversee contract management processes, including tracking contract expiration dates and renewals.
• Collaborate with the finance department to ensure accurate financial reporting and analysis.
• Update relevant information in Salesforce or other CRM systems.
• Handle payroll activities for office salary personnel, ensuring accurate and timely payment, resolving or escalating issues when needed.
• Track and verify hours worked for workers' compensation and insurance purposes, possess or develop an understanding of CCIPs and/or OCIPs.
• Ensure that payment requisitions and AIA forms are properly filled out, reviewed, and processed.
• Review and verify maintenance billing, ensuring proper billing practices and retention are followed.
• Maintain billing spreadsheets and track progress on construction jobs, ensuring accurate and timely billing.
• Collaborate with HR and finance departments to ensure compliance with payroll policies and regulations.
• Assist senior management in preparing reports, presentations, and correspondence.
• Other duties and responsibilities as assigned.

Requirements

• High School Diploma required, Bachelor's degree preferred (or equivalent work experience).
• 5 to 7 years of experience as an Office Manager or in a similar administrative role, with a focus on financial management.
• Prior experience with basic office accounting processes, human resources processes and transactions, data entry, administrative support, and report creation.
• Proficient in Microsoft Office including Outlook, Word, Excel, and PowerPoint.
• Experienced in reviewing, editing, and preparing letters, creating basic reports, and basic billing/invoicing documentation.
• Experience with construction industry practices, including AIA forms, payment requisitions, and maintenance billing.
• Knowledge of workers' compensation and insurance tracking in the construction industry (e.g., OCIP, CCIP).
• Strong organizational and multitasking abilities, with excellent time management skills.
• Exceptional attention to detail and accuracy.
• Proficiency in financial management software and tools.
• Knowledge of contract management principles and best practices.
• Familiarity with payroll processing and related regulations.
• Excellent written and verbal communication skills.
• Leadership and team management skills, with the ability to motivate and mentor staff.
• Bi-lingual English/Spanish strongly preferred.

Benefits

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance