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Office Manager
Office ManagerMilestone Contractors • USA, Indiana, Indianapolis
Office Manager

Office Manager

Milestone Contractors • USA, Indiana, Indianapolis
12 days ago
Job type
  • Full-time
Job description

The Office Manager provides general administrative support to office staff and leadership.

Essential Functions

  • Coordinates and maintains President's schedule
  • Schedules and organizes complex activities such as meetings, travel, conferences
  • Maintains Outlook Calendars
  • Receives, distributes and sends mail, faxes and copies as needed
  • Meets deadlines.
  • Prepares Correspondence and Communications
  • Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  • Supports President in maintenance of corporate expenses. Activities include : copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.
  • Performs desktop publishing. Creates and develops visual presentations for the President.
  • Opens mail for the President. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
  • Schedules and attends meetings
  • Schedules meetings for President
  • Attends meetings : takes and publishes meeting minutes and notes
  • Communicates with internal / external customers.
  • Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
  • Answers phones for President and Human Resources department. Takes messages or fields / answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
  • Greets guests in professional, friendly and hospitable manner
  • Provides highest levels of quality and service
  • Promotes and maintains personal safety.
  • Exhibits safe work behaviors
  • Wears all prescribed PPE.
  • Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company's core values, competencies, and skills.

Education Qualifications

  • Associate's Degree in Business Administration or Human Resources preferred, HS or equivalent is required

    • Experience Qualifications

  • 8+ years experience supporting executives : Vice-President, President, COO, CEO

    • Licenses and Certifications

  • Valid drivers license is required

    • Working Conditions / Physical Demands

  • Clerical office environment
  • Indoor conditions that include standard office equipment such as computers, photocopier, phone, filing cabinets, fax machines, cubicles
  • Some exposure to highway construction job sites, which includes exposure to inclement weather, moving traffic, noise, fumes, mechanical and heavy equipment
  • Sits at a desk for hours at a time
  • Looks at a computer screen hours at a time
  • Performs data entry, alpha and 10-key numeric, on a keyboard or tablet
  • Uses copy / fax to scan documents
  • Sits in motor vehicle and drives regularly
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    Office Manager • USA, Indiana, Indianapolis