Office Manager​

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Open Position Available for Office Manager – Maintenance Manager

Trimak Building Services is a privately owned and operated, construction management firm that specializes in multi-family and senior living facilities projects within Indiana and Mid-West areas. We are seeking a full-time Office Manager/Maintenance Manager position. We are looking for an ambitious individual that is highly professional, detailed oriented and has a desire to grow.

Responsibilities of this position include:

 

• Maintain a reliable office presence during regular business hours
   

• Maintain high standards in office presentation and office organization
   

• Answer phones, record messages, and respond to inquiries when appropriate
   

• Directly to or forward to relevant staff all e-mail and phone inquiries
   

• Receive and sort mail, sign for deliveries
   

• Purchase office supplies, postage, and groceries
  
  
   

Manage Administrative Details:

 

• Maintain all recordkeeping systems, files and filing systems

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• Assist with the project bidding process. (Finding qualified subcontractors)
   

• Assist in ordering dumpsters, toilets, trailers, and other miscellaneous items for a project

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• Create, track, and maintain contracts for projects
   

• Maintain job folders and project documents
   

• Perform notary of the public duties for relevant office documents

 

• Type, photocopy, and file all general correspondence, forms, and memos
   

• Order blueprints and maintain project documents
   

• Maintain (sub)contractor insurance records, W-9 and Lien Waivers

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Perform Accounting Duties:

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• Maintain accounts payable and accounts receivable
   

• Unter deposits, handle invoicing and bill payments
   

• Deposit checks
   

• Reconcile bank statements with QB logs monthly
   

• Generate Percent Complete reports, QB Journal Entries, Profit and Loss (P&L) reports, Balance Sheets, A/R Aging Summaries, and Cash Flow reports
   

• Generate payroll
   

• File all required city, state and federal tax payments and form filings according to relevant monthly (e.g., related to payroll), quarterly and annual schedules
   

• Organize tax and accounting information for year-end tax filing for external CPA

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  Maintenance Coordinator Duties:
   

• Receive, log, and distribute maintenance and warranty work orders from facilities.
   

• Evaluate maintenance requests, set priorities, and process work orders.
   

• Schedules, organizes, staffs, directs, and controls the operations of the maintenance program
   

• Communicates and schedules with facility managers
   

• Coordinates subcontractors to perform maintenance work too specialized or extensive to be
  performed by the maintenance staff.

Requirements

 

• Proficient in Microsoft Word, Excel, Outlook, Adobe, and Quick Books with fast, accurate computer skills-Preferably construction/cost accounting experience.
   

• Strong verbal and written communication skills
   

• Excellent organizational skills
   

• Must be able to effectively multi-tasking, prioritize, and be a self-starter
   

• Must be familiar with payroll tax laws, codes and procedures

Company Benefits
 

• Competitive Salary with Performance Based Bonus Structure
   

• Health Insurance
   

• Paid Time Off Plan (Paid Holidays and Vacation Days)
   

• IRA Program with Company Match

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  Equal Opportunity Employer
   

• Job Type: Full-time