Office Manager / Receptionist

Position Summary

The Office Manager / Receptionist is responsible for managing daily office operations, greeting visitors, supporting administrative and financial tasks, and assisting with construction project coordination. This role serves as the first point of contact for clients, subcontractors, city officials, community members, and project partners.

Responsibilities

• Greet visitors, answer calls, respond to emails, and direct inquiries professionally.
  
• Manage daily office operations, calendars, meetings, filing, supplies, and correspondence.
  
• Maintain organized records, company databases, cloud storage, and project documents.
  
• Support invoices, purchase orders, vendor payments, certified payroll, and QuickBooks bookkeeping.
  
• Assist with project budgets, expense tracking, and financial reporting.
  
• Help manage permits, insurance, licenses, contracts, compliance paperwork, and regulatory documents.
  
• Coordinate with city officials, subcontractors, architects, engineers, field teams, clients, investors, and tenants.
  
• Assist with bidding, estimating, scheduling, and project reporting using Stack CT, Project Scheduling 10, Journeyman, and other office software.
  
• Support employee onboarding, employee records, safety training, and certification tracking.
  
• Assist with 1901 CIC community meetings, workforce programs, subcontractor outreach, training sessions, and event coordination.
  
• Maintain visitor logs, subcontractor intake forms, attendance sheets, agendas, and meeting notes.
  
• Handle confidential company and project information with professionalism.
  

Training

The Office Manager / Receptionist will receive training in office scheduling, calendar management, meeting coordination, training session scheduling, and communication with staff, trainers, subcontractors, and community members.

Qualifications

• High school diploma or equivalent required. Associate degree preferred.
  
• 1 to 3 years of receptionist, administrative, office management, or customer service experience.
  
• Experience in construction, real estate, project management, or development preferred.
  
• Proficient in Microsoft Office Suite.
  
• Experience with QuickBooks preferred.
  
• Familiarity with Stack CT, Project Scheduling 10, Journeyman, or similar software is a plus.
  
• Strong communication, organization, and multitasking skills.
  
• Professional appearance and positive customer service attitude.
  
• Ability to work with clients, subcontractors, city officials, community members, and internal staff.
  
• 27th Ward residents preferred.