Office Manager in Falls Church, VA at HITT

Date Posted: 1/16/2023

Job Snapshot

Job Description

Office Manager  

HITT Contracting is seeking an Office Manager to support all administrative needs at the Corporate Headquarters office. The Office Manager is responsible for ensuring HITT’s headquarters (HQ) office and administrative services, the guest experience, conference services, and reception operate smoothly and efficiently. Technical responsibilities fall into five main areas—Financials, Catering & Concierge Services, Production & Office Supply Management, Administrative Support, and Reception—which are detailed below. The Office Manager supervises two administrators and a receptionist, works closely with the HQ Facilities team, and provides support for the regional office administrative teams as needed. They are responsible for prioritizing the allocation of time, resources, and budget across the Administrative Services team to maximize efficiency.

The ideal candidate is a seasoned professional, who has a focus on client and guest hospitality, with a service-minded approach. This individual should have experience managing a large, owner-occupied building with 500+ occupants, and will report directly to the Chief of Staff.  They will have a passion for details and organization, strong communication, and interpersonal skills as they will be working with a variety of teams / leaders across the company.

HITT Contracting is headquartered in the Washington, DC area (Falls Church, VA). Our company has a strong, 80-year history of success in the commercial construction market nationwide and offers a positive, diverse, team-oriented work environment.  Year over year, we are ranked as the top large company to work for in the Washington DC area by the Washington Post. 

Responsibilities 



FINANCIALS

  • Creates and monitors the office services section of the facilities budget
  • Reviews, processes, and ensures the accuracy of vendor and catering invoices
  • Conducts detailed quarterly reviews of office services expenses and provides variance explanations, trends, and forecasting
  • Supports the implementation of innovative programs and processes that reduce short and long-term operating costs and increase productivity
  • Negotiates and manages all vendors for coffee and catering, ensuring the best value and quality of amenities


CATERING & CONCIERGE SERVICES

  • Manages HQ catering and breakroom / coffee services as part of the concierge service
  • Oversees purchasing and par levels of supplies for HQ kitchens and pantries
  • Selects, maintains, and updates a list of preferred caterers for HQ catering and ensures certificates of insurance (COIs) are current
  • Manages stocking supplies for all HQ kitchens and pantries
  • Assigns and manages the execution of catering and coffee concierge requests in support of all requests by governance committees, as well as internal HITT meetings including orientations, leadership training, etc. as requested by the Senior Vice President of Human Resources
  • In coordination with the HQ Facilities team, works to ensure event space is properly prepared for conferences, catering events, and meetings
  • Oversees set-up and breakdown of all HQ catering hosted in conference rooms
  • Oversees administration and maintenance of the FlexDesk program and hoteling workstations


PRODUCTION & OFFICE SUPPLY MANAGEMENT

  • Manages and maintains office supplies for headquarters, and determines product solutions, purchasing plans, vendor selection, and inventory stock
  • Generates RFPs to bid out vendor services, including office supplies, printers, and copiers
  • Oversees the management of all printers and copiers for Headquarters
    • Negotiates and maintains leases of all printers and copiers
    • Manages paper and toner orders and ensures all copy stations are adequately stocked with supplies
  • Oversees and directs all productions (including printing, binding, delivery, labels, cutting covers and contact cards, and budget tracking) for client materials for marketing and preconstruction proposals and interviews
  • Manages and maintains marketing materials, including promotional items, proposal stock, and tools.
    • Manages the Inventory Transfer Log to ensure costs are balanced to job codes, and takes monthly inventories
    • Ensures interview presentation promotional items (such as mugs with M&Ms) are always prepared and available


ADMINISTRATIVE SUPPORT

  • Oversees mail services for headquarters, including mail distribution, mailbox assignment, preparing shipments, and ordering and maintaining supplies
  • Ensures postage machine is registered with USPS, is operational, and has adequate postage
  • Ensures building tenants receive their mail and that regional office mail is sent weekly
  • Directs and allocates resources to provide administrative support (set-up, printing, agendas, coordination of catering requests, etc.) for all meetings requested by members of the Corporate Steering Committee (CSC), Enterprise Governance Committee (EGC), and HQ-based business unit leaders
  • Manages and demonstrates ownership of organization and cleanliness of the kitchens / pantries, and organization, operation, and cleanliness / functionality of the production room
  • Supports HITT University, including managing the assembling of new team member orientation welcome bags, applying for class credits, and sending class surveys
  • Oversees business card ordering for new team members through the HITT Print store, and creation of workstation and office signatures
  • Updates and catalogs the Buzz Board monthly
  • Oversees preparation of monthly HITT Featured Sub trucks in support of Subcontractor Relationships, and goodie bags for awards judging
  • Assigns and provides CRM data entry as requested by Marketing’s Senior Manager of Pursuits.


RECEPTION

    • Ensures reception is covered from 7:00 am–5:00 pm
    • Is available to assist the receptionist with guest overflow and responds to time-consuming callers
    • Keeps the receptionist updated on all activities and events taking place at headquarters
    • Has an understanding of guest registration via Kastle Visitor Management and oversight of upgrades as needed

QUALIFICATIONS



EDUCATION & EXPERIENCE

  • A four-year degree from an accredited university is preferred but not required
  • A minimum of 5-8 years of applicable experience managing a large (500+ people) office
  • In lieu of a degree, additional work experience is acceptable
  • Preferably has experience working in the AEC industry


SUPPLEMENTAL REQUIREMENTS

  • Software proficiency—able to adapt to and learn how to use project-specific software systems, including:
    • Microsoft Office suite (ex. Excel, Word, Outlook, PowerPoint, etc.)
    • Microsoft Dynamics
  • This position is fully on-site and is not eligible for remote work. 

HITT Contracting, Inc. is committed to creating a diverse and inclusive environment. We are proud to be an Equal Opportunity and Affirmative Action Employer providing opportunities to all employees and applicants without regard to race, sex, national origin, religion, age, disability, veteran status, genetic information, sexual orientation, gender identity and any other protected status in accordance with applicable law.

Women, minorities, individuals with disabilities, veterans, and LGBTQ+ individuals are encouraged to apply.

HITT Contracting, Inc. promotes a drug-free workplace.

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