Office Manager - Residential Construction

A TOWN WHERE EVERY DETAIL, FROM VISION TO EXECUTION, MAKES LUXURY SEEM SIMPLE.

From the moment one views the iconic butteries and towering palms lining the center of our beach town, there is an unrivaled sense of escape. Alys Beach is carefully crafted to celebrate the public realm of streets, parks, pedestrian paths, and great civic buildings in a manner reminiscent of the world’s most beloved seaside towns. In recognition of the strong draw of the sea, our streets orient to the beach, guaranteeing views to the Gulf and cooling sea breezes.

Alys Beach is a groundbreaking community located along the Gulf of Mexico on Florida’s panhandle coast, six miles east of Seaside on Scenic Highway 30A. Planned by Duany Plater-Zyberk & Company, Alys Beach is a Traditional Neighborhood Development (TND) whose architectural vision has its roots in the style of Bermuda architecture and in the courtyards of Antigua, Guatemala, the colonial capital of Central America.

Alys Beach is in the early stages of town building. Our purpose is to evolve along with your family, maintaining the timeless traditions of sustainability and the highest standards of design and construction. Come join us in creating a special place to live, visit, relax, and play.

POSITION:          

Residential Construction Department Office Manager Position

EBSCO Industries is seeking an Office Manager to support the Project Team utilizing computer and communication skills as well as working in a team environment to support an established and growing residential construction company.  This position is with Alys Beach Construction, a residential General Contractor located in Alys Beach.

Job Requirements

Associates Degree in Business or related field.

Minimum of 5 years of experience in Office Management in a Construction Environment.

Minimum of 5 years advanced experience using Microsoft Office (including Word, Excel, PowerPoint and Outlook) and Adobe Pro.

Ability to communicate clearly and professionally verbally and in writing with clients, homeowners, co-workers and Subcontractors/Vendors.

Job Responsibilities

Prepare subcontracts, purchase orders and change orders.

Prepare documentation for Florida Green Building Certification and for Fortified for Safer Living Designation. 

Prepare a variety of Outlook emails and Outlook meeting invitations.

Prepare and track documents required by the Office of the Town Architect of Alys Beach.

Prepare AIA contracts and change orders.

Prepare office correspondence.

Track the status of Notice to Owner and Lien Waiver documents.

Review Accounts Payable invoices for accuracy.

Maintain office schedules.

Take and record meeting minutes and record minutes for meetings as required.

Act as the liaison to field personnel.

Make office purchases.

Call in inspections to county Building Department.

Coordinate department meetings and events.

Prepare expense reports for office expenditures.

Prepare monthly homeowner reports.

Act as a backup for preparation of bid notices, bid lists and the bid process and other administrative duties.

Assist in the interview process of new employees.

Performs other duties as needed.

Essential Job Functions

Produce and maintain a diverse range of documents in Microsoft Word, Excel, PowerPoint and Outlook and Adobe.

Tracking and logging of numerous documents.

Work directly with the Vice President of Residential Construction.

File documentation in an electronic format accurately and according to the office standards.

Preferred Skills

Experience in Florida Green Building and Fortified for Safer Living building requirements.

Experience with AIA Contract software.

Experience with Concur Travel and Expense software.

Experience with SAGE software.

Effective oral and written communication skills amongst team members, clients, as well as interdepartmental personnel.

Must be able to meet deadlines.

Ability to plan and organize a team effort, as well as work in a team environment.

Organized, detail-oriented and ability to handle multiple tasks.

EBSCO Industries, Inc.is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws.  EBSCO strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, sex (including pregnancy), age, national origin or ancestry, ethnicity, religion, creed, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.  This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

EBSCO complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable state or local law.