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

  • You are a positive, energetic and a self-starting professional ready to take on the next challenge.

  • 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.

  • 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.

  • An excellent communicator. You have excellent oral, written, and editing skills and an impeccable eye for detail.

  • 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 

 

  • 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

  • Responds to all leads within four hours and evaluates if the job is a TriVistaUSA fit.  

  • Accept initial sales call, filling out the New Business Questionnaire. Schedule house visit with initial sales person.  

  • Enter new leads into lead tracking system and report on Weekly Status Updates.  

  • Track and report lead information and ‘Sweet Spot’ information on the first of every month. 

  • 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.  

  • Touch base with client 1x per week during sales and in other phases of development/production as needed. 

  • Keeps track of president’s new biz call backs, follow ups and home visits. 

  • Construct and send out Schematic Design Agreements (SDA) 

  • Upon acceptance of set up next steps per Process Planning Document(s). 

  • After receipt of SDA deposit, set up Client Folder on Google Drive and move appropriate sales documents and notes. 

  • Types all correspondence and prepares meeting minutes with a high degree of accuracy.

  • Receives and handles incoming calls, takes detailed messages or directs calls to appropriate Individual.

  • Anticipates and prepares materials needed by the team for conferences, correspondence, appointments, meetings and telephone calls.

  • Coordinates and schedules calendar for the team, working as liaison between sales, design, architecture, permitting, pre-production and production. 

  • Prepares and submits staff timesheets and expense reports in a timely manner

  • Opens and reviews incoming mail, prioritizing and highlighting important dates and times for Executive(s).

  • Deposits incoming receivables in a timeline manner.

  • Keep office neat, tidy, and well stocked with office supplies (including kitchen supplies), ensure all office equipment is in working order.

  • File subcontractors or vendors COI’s in Drive and in physical folder at the office

  • Send out POD cards

  • Participate in Design Charrette.

 

QUALIFICATIONS

 

  • Proficient in MS Office & Google Suite

  • Able to build solid, effective working relationships with others.

  • Able to communicate clearly and convey necessary information.

  • Able to constructively work under stress and pressure when faced with high workloads and deadlines.

  • Able to adjust readily to change and adapt as needed for a growing company.

  • Able to recognize and attend to important details with accuracy and efficiency.

  • Able to work independently with minimum supervision.

  • Able to quickly learn new systems and technology, such as UDA.

  • Possesses strong organizational and time management skills, driving tasks to completion.

  • Must work efficiently and in a timely manner. Responding to all correspondence within 24 hours. 

  • Professional in appearance and communication

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