MANAGER OF CORPORATE ADMINISTRATION

Overview
This position performs, supervises or serves as liaison to third party contractors who provide general office and administration support, including Accounting and Finance, Human Resources, Risk Management, Real Estate, Contract Administration, and Office Operations and Logistics. This position reports in person to our home office in North Dallas.
General Authority
This position reports to the CEO, and may supervise others performing office administrative tasks, as the company needs increase.
Key Accountabilities

Accounting & Operations Support

• Serve as liaison to the outsourced CFO and accounting services staff, which provides full accounting all accounts payable and accounts receivable bookkeeping, financial reporting to ownership, management reporting to project leadership
• Monitor employee attendance and time reporting, coordinate with CFO to provide meaningful productivity information to executives and company leadership
• Oversee non-project vendor service delivery, select and negotiate contracts with new vendors as necessary
• Serve as liaison with IT Network Administrator and IT services advisors, in providing hardware, software, telecommunications, copy/reproduction, and cloud computing support to the office and mobile users. Provide first line technical assistance with the telephone system, internet, and multifunction device (printer)
• Serve as liaison with landlord(s) at corporate and branch offices, negotiating leases and support services, assisting office occupants with space and occupancy issues, administer lease provisions, arrange for vendors providing office amenities and services
• Interface with property/casualty insurance agents and carriers, coordinating with the company’s insurance advisor on administrative matters, such as reviewing coverages, annual audits, maintaining policy records and vendor certificates, and claims oversight
• Participate with executives and CFO in preparing forecasts and an annual operating budget
• Support executives at a strategic level in defining management information needs and implementing initiatives to expand data collection and reporting to meet those needs

Human Resources

• Serve as liaison with the professional HR services vendor and Benefits vendor, which provides all onboarding, offboarding, payroll, recruiting support, benefits administration, and personal advisory services
• Provide on-the-ground support to employees and the HR services point of contact, facilitating employee use of professional HR services, and information from the contracted Benefits advisor
• Assist executives in creating and delivering training programs for employee development
• Support executives and managers in conducting performance appraisals, and coaching managers on corrective actions
• Ensure appropriate representation in reviewing benefits, obtaining competitive quotes where appropriate, selection of benefits to meet company needs
• Initiate the continued development and regular review of formal company policies contained in the Employee Manual, Office Practices Manual, department practices manuals, and Safety Manual
• Serve as first line support for employees in policy interpretation

Corporate Administration

• Supervise office support staff who provide “first impressions” by greeting visitors and incoming phone calls, accept deliveries and incoming mail, arrange for guest hospitality
• Order office supplies, kitchen supplies, coffee
• Maintain asset inventory of tools and equipment, including IT devices
• Maintain Corporate Minutes books and other corporate records
• Schedule and manage arrangements for company celebrations of employee milestones, holidays, marketing events
• Assist executives in conducting regular staff meetings

Contract Administration and Project Support

• Support and coordinate with CFO with project setup, contract (and critical document) file maintenance
• Oversee all corporate database management, including FM Connect, CMS (Sales and marketing), Procore (construction)
• Oversee arranging out-of-town travel and accommodations for project teams and sales/marketing staff

Skill Requirements

• Analytical mindset and systematic thinker with interest in the overall business model
• Excellent communicator, engaging personality, cultural ambassador for our company
• Energetic, curious, innovative, intelligent, high integrity, service oriented
• Familiar with apps and variety of IT platforms, comfortable learning new ones

Experience and Qualifications

• 2 or 4 year post-secondary school, preferably with emphasis in business, accounting, or marketing. Advanced degree, such as MBA would be a plus.
• Administrative experience in a profit or non-profit organization
• Background travelling within United States or abroad, personal or business (travel not required in this position)
• Familiarity with the architecture, engineering, construction, or real estate industries
• Discretion in handling confidential information

Job Types: Full-time, Part-time, Temp-to-hire
Pay: $30.00 - $40.00 per hour
Expected hours: 20 – 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• What is your background in bookkeeping or accounting and what accounting software applications have you used ?

Ability to Commute:

• Dallas, TX 75243 (Required)

Ability to Relocate:

• Dallas, TX 75243: Relocate before starting work (Required)

Work Location: In perso

Please refer the Job description for details