Office Manager/executive Assistant - Hauppauge, United States - The Kulka Group

The Kulka Group
The Kulka Group
Verified Company
Hauppauge, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

Position Summary:

Construction Management company seeking an Office Manager / Executive Assistant to join its rapidly growing 50-year-old company.

The Office Manager / Executive Assistant reports directly to the Company CEO and is responsible for overseeing the daily operations of the office while providing support to the CEO and multiple divisions within the company.


  • Transparency
  • Integrity
  • Focus
  • Tenacity
  • Reliability

Responsibilities:

Responsibilities include, but are not limited to:
Sales

  • Assist in managing and enhancing the overall customer experience throughout the sales process
  • Arrange, confirm, and manage detailed calendar for company CEO, schedule meetings and related logistics
  • Create meeting agendas as directed
  • Maintain Estimating project log
Property Management

  • Ensure building systems operate within accepted standards
  • Maintain detailed work order log and historical tracking
  • Interface with outside contractors to ensure proper repairs are completed
  • Inspect property and arrange for repairs and new materials as required
  • Arrange contracts for maintenance, landscaping, irrigation, and other ongoing services
  • Validate and keep detailed records of Tenant documents including lease agreements and insurance certificates
  • Prepare tenant monthly rent schedule
  • Maintain inventory of building systems
  • Enhance property upkeep and efficiency by making recommendations
General

  • Collaborate with outsourced accounting firm
  • Sort and distribute mail
  • Accounts receivable
  • Manage vendor onboarding
  • Create and manage social media posts
  • Ensure office supplies are adequately stocked by anticipating inventory needs and placing orders when necessary
  • Create and edit procedures and post on Kulka Knowledge Hub
  • Annual employee handbook review
  • Coordinate employee onboarding and offboarding
  • Prepare monthly timesheets and expenses for project requisitions
  • Process employee timesheets biweekly
  • Assist with adhoc projects as needed
  • Other responsibilities as assigned by Senior Management

Skills and Abilities:


  • Proficient in Microsoft Word, Excel, Microsoft Office Outlook
  • Excellent verbal and written communication skills
  • Ability to multitask, strong sense of urgency in resolving any issues
  • Ability to work with multiple departments and vendors
  • Organized and detailed oriented

Work Remotely

  • No

Job Type:
Full-time

  • 401(k)
  • Untracked Paid time off
  • Dental insurance
  • Health insurance
  • Vision insurance
  • Life insurance
  • Professional development assistance

Schedule:


  • 8 hours/day

Pay:
$ $30.00 per hour


Experience:


  • Customer service: 1 year (preferred)

Ability to Commute:

  • Hauppauge, NY required)

Work Location:
In person
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