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Office Manager/Executive Assistant

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ARCO a Family of Construction Companies

3mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Raleigh

AI generated summary

  • You need 4+ years of relevant experience, proficiency in Microsoft Word/Excel, excellent organization and communication skills, and the ability to manage multiple priorities effectively.
  • You will manage documents, assist with proposals, track project details, coordinate meetings, organize events, book travel, handle communications, and maintain office organization and cleanliness.

Requirements

  • 4+ years of related experience, with construction administration experience considered a plus.
  • Proficiency in Microsoft Word and Excel; Bluebeam experience is a plus.
  • High School Diploma required; College degree preferred.
  • Must be extremely organized, self-reliant, proactive, and detail-oriented.
  • Excellent communication skills with the ability to interact professionally with clients, vendors, and team members.
  • Strong computer skills and the ability to quickly learn new systems and tools.
  • Ability to manage multiple priorities in a fast-paced, dynamic environment.

Responsibilities

  • Prepare and manage various documents such as letters, meeting minutes, memos, proposals, and expense reports.
  • Assist Project Managers with proposal preparation, including typing proposal letters, managing design schedules, and assembling proposal packages.
  • Maintain key tracking lists for Project Managers, including job status, subcontractor tracking, filing, and vacation schedules.
  • Prepare and process critical project documents such as subcontracts, purchase orders, change orders, and service agreements.
  • Serve as the point person for compiling and assembling proposal and capabilities packages, ensuring all materials are accurate and professionally presented.
  • Coordinate and prepare for meetings and trainings, including scheduling, organizing materials, and arranging catering as needed.
  • Assist in planning events and cultural initiatives for the office, such as team-building activities, holiday decorating events, community service events, and other miscellaneous gatherings.
  • Book travel arrangements for Project Managers and other team members as required.
  • Act as a key communication hub, answering incoming calls and liaising with vendors and clients in the absence of Project Managers.
  • Manage office filing systems, ensuring all documents are properly organized and archived.
  • Oversee the general upkeep and cleanliness of the office environment to create a welcoming and efficient workspace.

FAQs

What is the primary responsibility of the Office Manager/Executive Assistant role?

The primary responsibility is to ensure the seamless operation of the office while supporting Project Managers and the executive team through a blend of administrative tasks and project coordination.

What types of documents will I be managing in this position?

You will manage various documents such as letters, meeting minutes, memos, proposals, and expense reports.

How many years of experience are required for this position?

A minimum of 4 years of related experience is required, with construction administration experience considered a plus.

Is a college degree required for this role?

A high school diploma is required, while a college degree is preferred.

What software proficiency is necessary for this position?

Proficiency in Microsoft Word and Excel is necessary, and experience with Bluebeam is considered a plus.

What is included in the compensation and benefits package for this role?

The package includes a performance-based bonus program, Employee Stock Ownership Program (ESOP), 401k options, tuition reimbursement, paid sabbatical, paid volunteer leave, family planning support, generous PTO, and medical, dental, and vision insurance coverage.

Are there any opportunities for professional development?

Yes, there is tuition reimbursement for associates, indicating support for professional development and growth.

What are the working hours for the Office Manager/Executive Assistant position?

Specific working hours are not mentioned, but it is implied that it will be a full-time role supporting the office and Project Managers.

Will I be responsible for event planning in this role?

Yes, you will assist in planning events and cultural initiatives for the office, including team-building activities and community service events.

How does the company ensure a positive workplace culture?

The company promotes an environment where innovation, teamwork, and professionalism thrive and has been recognized as a Best Place to Work.

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ARCO a Family of Construction Companies

We're design-build experts that are always looking for the best and brightest to join our nationwide team.

Engineering & Construction
Industry
1001-5000
Employees
1992
Founded Year

Mission & Purpose

ARCO's goal is the same today as it was when we founded the company 30 years ago – to be the best design-build contractor in the industry and to serve our clients with expert skill and high integrity. We make the construction process enjoyable and beneficial for our associates and customers. Our first core value is to "treat people fairly and do the right thing." We are committed to building and sustaining a culture that supports diversity and inclusion. From recruiting, training, and hiring practices, to the selection of our subcontractors, we understand that the diversity of all those involved in the construction process enhances our ability to deliver the best solutions to our customers.