Titus Built Job Descriptions

Office Manager

Overview:
The Company's Office Manager (OM) reports directly to the General Manager and is charged with all Administrative, Human Resources, light Bookkeeping and Marketing functions.

The Office Manager coordinates most company communications and handles the incoming telephone calls as well as fielding initial calls from new prospective clients.

Administrative:

• Electronic and hard copy file organization of Company documents
• Maintain customer and vendor database for addresses & phone number
• Maintain office supplies & equipment as needed (supplies, telephones, copiers, fax, internet, furniture, computers, etc.)
• Ensure subcontractor insurance & W9 information
• Conduct Worker's Comp. Audits (annually)
• Prepare Estimates & Contracts for delivery
• Prepare Company correspondence as required
• Perform Post Office and Bank runs as needed
• Investigate ways to lower overhead expenditure (vendors, suppliers, insurance, etc.)
• Coordinate periodic travel arrangements
• Coordinate educational & industry seminars and registrations
• Prepare holiday cards and periodic mailings
• Perform and maintain Design Team Log for billing
• Assist all departments (design, millwork and construction) with various administrative tasks
• Create and maintain Company Systems Binder
• Maintain all Insurances and investigate cost saving alternatives (Workers Comp, General Liability, Automobiles, Health, etc.)

Human Resources:

• Create and maintain Company Employee Manual
• Monitor Company Health Insurance program
• Maintain Employee files
• Prepare and monitor employee vacation time & Company Holiday Schedule
• Coordinate Employee issues

Financial:

• Perform light bookkeeping functions including:
• weekly payroll, payroll taxes, quarterly tax reporting, weekly vendor payments
• Process all invoices from vendors & suppliers weekly
• Collect and enter all time sheets on or before 9:00am Friday's
• Collect and enter all Design Log time for timely and accurate billing
• Monitor all A/R and A/P - run Accounts Receivable reports bi-weekly
• Preparation and input of Job Costing numbers
• Preparation and input of Estimates and Contract information
• Assist Company's Financial Manager in generating Company reports as needed
• Deliver Bank Deposits daily or as required
• Balance Bank Statements monthly
• Perform and Monitor Company IRA contributions as needed

Marketing:

• Telephones, field initial Sales calls - generate positive "First Impression"
• Generate Sales Lead Sheet for any/all prospects
• Maintain & Monitor Sales Lead Sheet spreadsheet
• Assist General Manager with all Marketing programs including Website, Advertising and other Company promotion projects
• Assist GM in prepare Sales materials including Brochures, Marketing package, mailings, etc.
• Assist GM with Sales Proposals and Contracts
• Assist GM with programs to generate new qualified leads
• Submit QR annual submittals and other award or recognition opportunities
• Ensure all Company and Employee certifications and achievements are utilized to the fullest extent
• Coordinate continuing education and certification opportunities on a continual basis for all employees