Office Manager
We are a Northern Virginia Design + Build remodeling company that is expanding. We like to say, "We do cool projects for cool people." Our projects are larger in scale and typically take a few months to a year to produce. We have a small tight-knit team that enjoys working together so for this next position, we really need to find the right fit.
PROFILE
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You are a positive, energetic and a self-starting professional ready to take on the next challenge.
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Reliable, dependable and accountable. You don’t just put in your time, you have a strong work ethic, strong sense of accountability and are highly productive.
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You are able to work within a team and across teams. You are deeply invested in contributing to not just your own success but the success of your teammates and organization.
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An excellent communicator. You have excellent oral, written, and editing skills and an impeccable eye for detail.
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You have amazing organizational skills, pay close attention to detail, are able to effectively manage multiple projects and tasks at a time. Deadlines don’t catch you by surprise.
RESPONSIBILITIES
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Director of First Impressions — maintain the highest levels of professionalism while greeting guests, answering the phone and interacting with clients and vendors. Make our guests more comfortable, ex: offering refreshments and coordinating in-house team/client luncheons
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Responds to all leads within four hours and evaluates if the job is a TriVistaUSA fit.
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Accept initial sales call, filling out the New Business Questionnaire. Schedule house visit with initial sales person.
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Enter new leads into lead tracking system and report on Weekly Status Updates.
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Track and report lead information and ‘Sweet Spot’ information on the first of every month.
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Review lead tracking data with Sales/Owners 1/month. Suggest updates and changes based on experience and trending. Present to Sales both graphically and in raw form.
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Touch base with client 1x per week during sales and in other phases of development/production as needed.
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Keeps track of president’s new biz call backs, follow ups and home visits.
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Construct and send out Schematic Design Agreements (SDA)
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Upon acceptance of set up next steps per Process Planning Document(s).
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After receipt of SDA deposit, set up Client Folder on Google Drive and move appropriate sales documents and notes.
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Types all correspondence and prepares meeting minutes with a high degree of accuracy.
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Receives and handles incoming calls, takes detailed messages or directs calls to appropriate Individual.
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Anticipates and prepares materials needed by the team for conferences, correspondence, appointments, meetings and telephone calls.
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Coordinates and schedules calendar for the team, working as liaison between sales, design, architecture, permitting, pre-production and production.
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Prepares and submits staff timesheets and expense reports in a timely manner
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Opens and reviews incoming mail, prioritizing and highlighting important dates and times for Executive(s).
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Deposits incoming receivables in a timeline manner.
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Keep office neat, tidy, and well stocked with office supplies (including kitchen supplies), ensure all office equipment is in working order.
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File subcontractors or vendors COI’s in Drive and in physical folder at the office
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Send out POD cards
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Participate in Design Charrette.
QUALIFICATIONS
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Proficient in MS Office & Google Suite
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Able to build solid, effective working relationships with others.
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Able to communicate clearly and convey necessary information.
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Able to constructively work under stress and pressure when faced with high workloads and deadlines.
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Able to adjust readily to change and adapt as needed for a growing company.
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Able to recognize and attend to important details with accuracy and efficiency.
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Able to work independently with minimum supervision.
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Able to quickly learn new systems and technology, such as UDA.
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Possesses strong organizational and time management skills, driving tasks to completion.
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Must work efficiently and in a timely manner. Responding to all correspondence within 24 hours.
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Professional in appearance and communication
