Administrative Operations Manager

Job Available – Austin Texas

Administrative Operations Manager
Austin Drainage + Landscape Development — Austin, TX 78737
Full-Time
Compensation $40,000 to $50,000 Annually

Why Work Here?

“We are on the brink of exponential growth – this is a chance to become part of our long-term and “core” team before then.”

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OVERVIEW: This position is for the head of the office/internal department of the company. You must be one step ahead to organize and manage time and projects to meet all deadlines. With the ability to pace and manage multiple demands and priorities simultaneously, the Operations Manager will perform a variety of advanced, high-level administrative functions.

NOTE: This should go without saying. Job-hoppers need not apply! This is a senior level position and we are looking for someone to stay long-term with our company.

IS THIS JOB RIGHT FOR YOU: Do you jump at the chance to coordinate projects? How about staff meetings? Do you take pride in the fact that your co-workers are better organized/prepared because of something you do every day? Do you revel in the chance to remediate an escalated client case? From 0 (about to rip your head off over the phone) to 100 (singing your praises)? Do you enjoy thinking outside of the box to find a solution? If you answered yes to these questions, please read on…

This role comes with the following responsibilities:

  • Lead the office/internal department
  • Create and submit payroll
  • Create, submit, and track all client invoices and collections
  • Maintain all communication with offsite accountants
  • Track project progress via Project Pipeline
  • Maintain construction calendar (schedule and update)
  • Support other Project Managers
  • Track punch list and warranty issues to completion
  • Organize and maintain subcontractor invoices
  • Accounts receivable and payable
  • Project manage when necessary
  • Manage all communication with government entities and human resources related organizations (i.e. Insurance)
  • Calculate estimated vs. actual project expenses
  • assist Field Supervisor in maintaining inventory stock levels
  • Submit daily situational reports to CEO
  • Overall quality assurance of the company operations
  • Create and lead weekly staff meeting presentation
  • Make check deposits and handle fraudulent activity
  • Proofread legal and company correspondence
  • Report to CEO

Oversight and Support for the following:

  • Answer telephone, screen and direct calls
  • Take and relay messages
  • Provide information to callers
  • Schedule appointments
  • Manage calendars
  • Process orders/payments
  • Prepare correspondence and documents
  • Provide general administrative and clerical support to all team members
  • Resolve administrative problems by analyzing information
  • Receive and sort mail and deliveries
  • Organize team meetings and celebrations
  • Control inventory relevant to reception area and office supplies
  • Monitor and maintain office equipment
  • Ensure knowledge of staff movements in and out of organization

Qualifications

Made it this far? Great! You need ALL of the following qualifications:

  • 2-3 years experience working in an administrative role
  • Experience with scheduling and planning
  • Strong familiarity working with computers and various software applications
  • Extreme level of organization, both professionally and personally
  • Extreme attention to detail
  • Excellent multitasker
  • Ability to prioritize well; schedule-driven
  • Strong follow through with tasks and projects
  • Anticipates the needs of others and thinks two steps ahead
  • A self-starter who’s motivated by serving others
  • Strong communication skills, both verbal and written
  • Motivated by serving and helping others succeed
  • Dependable and reliable; always shows up to work and is on time
  • Cares about the company, his/her teammates and our clients
  • Positive “can do” attitude
  • Professional personal presentation
  • Customer service orientation
  • Information management
  • Pleasant over-the-phone demeanor

The following qualifications/skills are a plus but not required:

  • Experience working in Leadership role
  • Experience working in Operations and/or Management
  • College education or related training
  • Experience working with Apple computers
  • Knowledge of construction and/or landscaping

We are a smoke free environment.

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For more information call the office (512) 453-4932

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