Join Our Team
office manager
Full time, Salaried, Exempt
overview
A well-established, family-owned boutique construction management and development consulting firm with offices in San Diego and Orange County seeks a highly organized, motivated individual to join our team. Reporting directly to the CFO and CEO, this position requires an individual with proven dependability, someone who is service oriented, is willing to continue their professional development, has an optimistic attitude, and great work ethic.
As a part of the Finance Department, the Office Manager position has primary responsibility to ensure a positive work environment within the company by performing critical support functions. The Office Manager is highly visible, serving the needs of employees at all levels within the organization. Together with the VP/CFO they will help to make sure all company offices are organized and ready for customer-oriented activities.
The Office Manager should have a combination of education and experience in performing essential functions in such areas as bookkeeping/accounting, contract management, office administration, and procurement. They must have excellent verbal and written communication skills, excellent customer service skills, excellent interpersonal skills, the ability to work well with high volume workloads, excellent organizational abilities, attention to detail, ability to work independently in an extremely multi-tasked environment, and the ability to work well with others in team settings. Strongly proficient skills in Microsoft Office, QuickBooks, and the ability to learn and utilize other software platforms are required. They must always present a professional appearance, in keeping with professional business standards. This is a hybrid position based in our San Diego office, with the ability for some remote work (not more than 20% time).
Salary Range for this position is $65,000 - $80,000 annually (based on experience), plus benefits including healthcare and 401k.
Compensation, benefits, and work schedule/hours negotiable based on experience and qualifications.
to apply
Principals only. No recruiting agencies. No phone calls.
Send resume with cover letter describing why you’re interested in this position to: applications@southerncrosspc.com.
Applicants who do not follow the above process will not be considered.
Southern Cross Property Consultants (SCPC) is a fast paced, collaborative work environment where the emphasis is placed on quality, results, and client & employee satisfaction. SCPC has established itself as a premier construction management and development consulting firm delivering our projects on schedule, at or under budget, and ensuring high customer satisfaction. Since our founding in 2002, we have had many repeat clients and much of our work comes from client referrals. Our team members’ collectively have over ten decades of experience on a wide variety of project types. More information on the company can be found at www.southerncrosspc.com
Specific Responsibilities include, but are not limited to:
Office Management
1. Manage all company office space to ensure that it is clean, safe, and provides the appropriate environment for the conduct of business operations. Serve as the primary point of contact with landlords and building management at all office locations. Serve as first line of defense for resolution of facility related issues at all office locations.
2. Manage vendors at all office locations including needs identification, solicitation, contracting, invoice approval, and management. Make recommendations to the VP/CFO for any additional vendors or services, renewal of vendor agreements, or vendor replacement.
3. Ensure adequate office supplies (including beverage, snack, and first aid items) are available for employees at all office locations. Manage purchasing and inventory for all office supplies and company assets (i.e.: furniture, equipment).
4. With the CEO & VP/CFO develop, review, and implement continuity of operation plans companywide and for all office locations.
5. Maintain digital and physical document archives for project related files, including arranging for timely shredding or recycling of out-of-date documents/drawings and deletion of out-of-date data. Coordinate with OC office for documents to be brought to SD office for proper disposal.
6. With their assigned principal, manage and evaluate the work of all temporary and employee administrative staff.
7. With the VP/CFO, create and provide input on office related expense budgets for strategic and annual planning. Monitor expense budgets and provide real time feedback to VP/CFO regarding actual spending.
8. With the VP/CFO, develop and implement policies & procedures to improve and maintain the health of the company and its capital (human and financial) assets.
9. Attends and actively participates in executive level meetings.
IT/Technology
1. Make sure all business machines and employee workstations are ready for employee use, including company print centers/printers and individual computer workstations. As feasible, ensure temporary equipment is available for short term use when normal items fail.
2. Develop, review, and implement a program for updating software and for phased replacement of hardware (i.e. computers, phones, etc.) on all company equipment.
3. Manage wireless communications, VPN, internet service provider, and IT contracts. Work with VP/CFO to negotiate and procure wireless communications, VPN, internet service provider, and IT services. Serve as backup to VP/CFO for wireless communications, VPN, internet service provider, and IT related issues.
4. Manage all software licenses, including verification that all licenses are required and being used effectively. Negotiate and manage license renewals.
Finance & HR
1. Be cross trained in all VP/CFO functions and be prepared to act as the CFO in the CFO’s absence.
2. At least weekly, input into QuickBooks all credit card expenditures, vendor invoices, and checks to be issued.
3. With the VP/CFO, work with the appropriate brokers to manage all insurance policies and policy renewals. Assist in ordering Certificates of Liability for customers annually upon renewal of policies and upon requests from customers.
4. Assist VP/CFO in onboarding new employees and proper ongoing maintenance of Employee HR files.
5. Manage company employee benefit plans. Ensure opportunities for participation in company 401k and healthcare plans are afforded to employees upon successful completion of 60 days of employment. Look for new or improved benefit options to present to the VP/CFO and CEO. Manage benefits vendors.
6. Assist in maintaining customer files in QuickBooks and BuilderTrend to ensure timely input of modifications including new proposals, closed proposals, completed projects, and personnel changes.
7. Serve as backup for depositing customer payment monies via mobile deposit directly into SCPC bank accounts and document payments against receivables in QuickBooks.
8. At the direction of the executive team, schedule training sessions for employees. Monitor compliance to those attending/completing trainings. Ensure documentation of completed training is entered into each employee’s HR file. Monitor expiration dates for certifications and trainings and coordinate timely renewals and training sessions.
9. Coordinate and distribute internal Company communications. Track and acknowledge team members’ birthdays and work anniversaries. Communicate Company achievements including new/expanded client contracts and projects, Company milestones, and other information that is relevant and of interest to the overall team.
General
1. Develops and applies creative problem solving on an ongoing basis to a variety
of changing issues and challenges.
2. Performs other duties as assigned.
3. Must have a sense of humor and like dogs.