Office Manager

Office Manager

Location:  Alaska 

Employment Status:  Full Time Regular

FLSA Classification:  Exempt – Salaried

Position Summary:

Potawatomi Defense Operations (PDO), a federal government contractor, is seeking a qualified Office Manager who provides the knowledge and skill to support a business unit of Executives, Project Management and Field Operations team by performing all administrative aspects of operating a home office.

 Office Manager supports the home office, business development/proposal devolvement, project management and field operations.

 The Office Manager is responsible for the administrative tasks related to processing and tracking proposal pursuits and the various construction management processes associated with subcontracts, POs, insurance, bonding, certified payroll, etc.) and for performing other accounting and office related tasks (A/P & A/R tracking, obtaining office supplies, answering phones, etc.) which allows the project management team to focus on their core responsibilities associated with project performance.

The primary responsibility of the Office Manager is to maintain a well organized and functioning office that facilitates an efficient work environment that conveys a tone of professionalism as seen through the eyes of the various internal and external project stakeholders (owners, subcontractors, fellow employees, etc.).

 

Essential Duties & Responsibilities:

•    Support the project management team in the construction process throughout all phases of the lifecycle of a project to include proposals, estimating, negotiation, contracting, buyout, construction administration and closeout of individual projects and/or task order projects at large by copying, distributing and filing all routine correspondence;  
•    Work with the executive and project management team to prepare the monthly applications for payment by accumulating, copying and filing all required backup (utilizing a check list) and by tracking the progress of the applications to make sure that all processing steps are complete by the required due dates;
•    Improve and Maintain office file system.
•    Work with corporate offices to ensure subsidiary compliance
•    Work with the corporate Accounts Payable to control the workflow of all invoices, to include: matching up delivery receipts with invoices, cost coding, obtaining the project managers approvals and by returning the signed off invoices with all appropriate backup to the home office in a timely manner; 
•    Collect all timecards, verify that cost coding and all other elements are filled out properly, once approved, forward all time cards to the payroll department prior to the date and time due;
•    Be the onsite liaison for minor HR matters that involve making forms available, assisting newly hired employees, performing startup and closeout paperwork on employees (utilizing checklists), etc…; 
•    Perform final edits, copy, distribu...