Administrative service manager Jobs in Charlotte, NC

Job Description

General Responsibilities :

Manages the operational, administrative and fiscal activities of an engineering consulting office ensuring that resources are used effectively and economically. Manage the day-to-day operations of a variety of office services to ensure the administrative needs are met. These activities may include : administrative assistance, mail services, office supplies, records management, fleet management, facilities management, and reception. Liaise with managers to ensure office administration policies, programs and activities are appropriate for their needs. Plan, prioritize, and manage maintenance activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities. Research, evaluate, and recommend office supplies and equipment purchases to minimize costs and meet the organization's business needs. Supervise a team of administrative staff.

Essential Roles and Responsibilities :

• Supervise or oversee the administrative staff of an office to ensure that reports, proposals, inspections and information required to serve the client are properly prepared and reports.
• Provide coaching, counseling, career development, training, and scheduling for all administrative support staff.
• Conduct interviews, hire new staff and provide employee orientation for all office staff.
• Provide Human Resources function for office management including recruitment, worker’s compensation claims, and other HR support.
• Ensure routine company administrative policies are followed by all office personnel such as time sheets, expense reports and purchase order requirements.
• Evaluate department administrative processes. Recommend and coordinate needed changes based on process analysis.
• Oversee the use of office facilities and equipment and make requests for additional equipment or facilities as needed to meet client’s demands.
• Manage invoicing and financial records for the office. Responsible for invoicing, timesheet entry and submittal, review of aged WIP, accounts payable, receivables and collections.
• Secure and oversee vendors needed to perform building maintenance (, plumbing, HVAC, janitorial services, pest control, general maintenance). Recommend whether maintenance and repairs are necessary. Communicate issues with landlord.
• Regularly communicate with the Office Manager providing status updates on building, administration and financial activities.
• Develop understanding and be aware of project-related risk. Be familiar with what could go wrong on a project and how to protect the Company. Be familiar with company risk policies.
• Lead safety efforts for team and ensure team follows safety rules and guidelines. Responsible for creating and modeling a safe work environment; demonstrates safety practices. Promote pre-task planning for all projects.
• Promote continuous quality monitoring and improvement on projects. Monitor quality standards and practices. Engage APRs on projects at their onset.

Requirements :