Office Services Manager Jobs

JOB DESCRIPTION
DESCRIPTION

Michael Baker International is a consulting firm actively seeking an Office Services Manager to join our Little Rock office. This is a full-time position working 40 hours a week in the office with full benefits. Under limited supervision, this employee will provide general administrative support to the Office Executive and Engineering professionals in the Roadway, Bridge, Construction, Survey, and Airport Divisions of the office. It is preferred that the applicant be familiar with the Arkansas Department of Transportation (ARDOT) construction systems, including Site Manager, OTTRS, E-Builder, and/or Doc Express. The position responsibilities and requirements include the following:

• Review plans, supplemental specification, special provision, contract provision, haul tickets, etc. to verify that all quantities are correct before posting in E-Builder and Site-Manager.
• Manage office/staff safety equipment maintenance and compliance requirements.
• Pay monthly office expenditures.
• New Hire orientation and on-boarding.
• Set up administrative and project files.
• Work with staff across office departments to forecast the needs of the business and make purchase decisions based on demand.
• Knowledge of Microsoft 365 products including Microsoft Word Microsoft Excel, Outlook, Teams, and PowerPoint to support office staff, graphics capabilities are preferred but not required
• Performs account reconciliations, statement audits, internal controls testing, and other duties as needed.
• Monitor expenses.
• Monitor the Disadvantaged Business (OEOP) requirements on contracts to assure compliance with state and federal regulations. Field on-site interviews are often required.
• Retains supporting documents in accordance with company policy and government regulations.
• Maintain Fleet Vehicles Records.
• Monitor the Contractor’s OJT (On-the-Job) Trainee Program
• Review issuing financial institution’s monthly invoice, prepare for payment, and submit to Accounts Payable for payment.
• Analyze, reconcile, and troubleshoot monthly purchase card spend liabilities and recommend adjustments as needed.
• Other duties as assigned
• Provide a wide variety of administrative duties including bookkeeping, monthly reports, and accounts payables and receivables.
• Must possess excellent communication skills; have a professional appearance; and greet on-site visitors in a professional manner to determine nature of their business and direct them to appropriate personnel.
• Processing purchase orders, negotiating with suppliers, tracking orders, creating, and maintaining an inventory, quality assurance and liaising with inventory teams and management.
• Verify and review all contractor and subcontractor payrolls.

PROFESSIONAL REQUIREMENTS

• Must have Notary capability within 90 days of employment.
• Strong computer skills
• Must have reliable transportation, many duties require short distance off-site pick up and drop off.
• The successful applicant will need to be outgoing; organized; able to quickly learn policies, procedures and databases; and acquire an understanding of the company’s service offerings.
• Prior experience within the Architecture, Engineering, or Construction industries is preferable.
• Excellent English language skills, written and verbal, are essential to be successful in this position.
• Associate’s degree, or equivalent work experience; and at least 5+ years of related experience.

COMPENSATION

The salary range for this position is $50,796-$105,825. This will be dependent on the experience and expertise of the incoming candidate.