Job Details
Ultimate Staffing is seeking an expereinced Office Manager to grow with a great organization! We're looking for a highly driven office manager to lead administrative staff, oversee office operations, streamline internal systems, and ensure administrative staff is following office policies. The ideal candidate should be an organized and efficient leader who loves motivating and encouraging others to do their best work.
Construction background, Contract Review and Bilingual Spanish are a must!
Responsibilities:
Lead, Manage, and Accountable for the company's daily administrative functions, office infrastructure, and physical office operations and support.
Oversee and accountable for Administrative office staff; provide necessary support to all departments to ensure operational efficiency.
Assist Department Lead in development, implementation, and alignment of policies, procedures, and activities, with organizational goals & standards.
Serve as Contract Administrator ensuring a strong end to end contract management process inclusive of top notch level client support to ensure compliance, client satisfaction, and job success, and audit readiness & support.
Provide administrative support for job set-up and close-out, ensuring accurate and timely completion of project tasks.
Facilitate internal collaboration, communication, and distribution of contract documents to ensure cross-functional alignment and seamless project management execution.
Manage CCIP/OCIP insurance reporting and compliance.
Oversee business and regulatory compliance efforts, ensuring the maintenance of accurate and up to date records at all times.
Navigate compliance and credentialing software, such as Vendormate, Compliance Depot, and RMIS, to ensure adherence to regulatory standards.
Support company hiring and onboarding processes to include recruiting process support and conducting new hire orientation and setups.
Oversee company document organization, storage, and updates ensuring easy access to critical information, enable efficient workflows, support project activities, and facilitate decision-making.
Serve as the primary point of contact for employee administrative support, serve as the primary point of contact and liaison for 3rd party IT support.
Manage the company's multi-line phone systems; ensuring incoming calls are answered, transferred, and/or have messages relayed in a timely manner.
Qualifications Required
Proven leader with experience driving results through personal and team contributions
Proven track record of success in driving operational excellence in an office administration and/or management role.
Exceptional attention to detail, strong organizational and time management skills, and the ability to prioritize effectively in a fast-paced environment.
Self-starter with a proactive approach, demonstrating initiative, creativity, and a commitment to continuous improvement.
Excellent communication and interpersonal skills, with the ability to effectively interact with individuals at all levels of the organization.
Strong problem-solving skills and analytical abilities, with a strategic mindset and the ability to anticipate and address challenges proactively.
Computer savvy, proficient with Microsoft Office applications, and able to learn and adapt to new software and systems quickly.
Bilingual Proficiency (English/Spanish).
Preferred
3-5 years of work experience in office administration and/or management.
Experience working for a commercial construction subcontractor or general contractor.
Experience and strong understanding of construction contract administration, compliance, insurance, and audits.
Recruiting experience and/or certification with HR processes and support.
Vehicle Fleet Management experience.
Desired
Experience and strong understanding of labor compliance.
General familiarity with QuickBooks.
Formal project management training and/or certification.
Bachelor's degree in business administration, communications, or a related field.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.