Office Manager

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

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

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

  • 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

 

Perform Accounting Duties:

  • 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


     


    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


  • Equal Opportunity Employer
     

  • Job Type: Full-time

For further interest or questions email gkaiser@trimakbuildingservices.com