Construction and Maintenance Office Manager

Summary:
This position manages and coordinates the construction and maintenance department's day-to-day administrative functions and operations, ensuring efficient workflows, timely completion of administrative responsibilities, and effective support for departmental staff and operations.
Essential Duties and Responsibilities:
• Serve as primary administrative point of contact for the construction and maintenance department
• Provide guidance and direction to administrative staff, including assigning, coordinating, and prioritizing office responsibilities to ensure efficient and timely completion of departmental administrative functions
• Maintain departmental calendars, meeting schedules, and appointments; ensure timely communication of changes, priorities, and upcoming commitments
• Prepare, maintain, and organize construction project files, maintenance records, permits, warranties, equipment manuals, vendor documentation, contracts, and other departmental records to ensure accuracy, compliance, and easy retrieval
• Communicate with vendors to coordinate deliveries, service schedules, invoicing, and order status, ensuring projects and maintenance activities remain on schedule; assist with contract and service agreement administration
• Oversee the preparation and submission of monthly expense reports and assist with monitoring departmental expenditures to ensure accurate tracking and appropriate use of department funds
• Manage the processing of purchase orders, invoices, receipts, and other purchasing documentation, ensuring accuracy, appropriate authorization, and timely processing
• Assist with sourcing and acquiring materials and supplies; maintain accurate records and inventory of supplies, parts, and materials to support departmental operations and ensure adequate availability
• Maintain and manage regular contracted services and agreements, including fuel, waste services, and pest control
• Manage and support the department’s CMMS software by maintaining accurate work order information, ensuring consistent data entry, and assisting staff with system-related processes and procedures; monitor work order status by tracking progress, identifying delays or outstanding items, and confirming timely completion of work
• Coordinate application and user setup for the CMMS; assist with workflow development and configuration; facilitate testing of software functionality; and develop and implement training to ensure proper and consistent use of the application
• Assist with/participate in construction and maintenance application screening and interviews as needed
• Provide administrative support for employee timekeeping, attendance, scheduling, and related records, ensuring accurate and timely processing of payroll-related information
• Maintain employee training, certification, and license records; monitor expiration dates, coordinate renewal activities, and ensure documentation is current and complete
• Maintain and update inventory records for construction and maintenance supplies, equipment, tools, parts, and materials, ensuring information is accurate, organized, and readily available
• Ensure accurate and timely documentation of daily and weekly construction and maintenance worksheets to support project tracking, reporting, compliance, and departmental recordkeeping
• Develop and improve administrative procedures to increase efficiency and organization
• Support new hire onboarding by ensuring employees receive necessary training, tools, uniforms, and other resources
• Coordinate with the finance and accounting department to ensure purchases and payments are accurately authorized, processed, and completed on time
• Assist with incoming maintenance requests and project updates by monitoring phone, email, and radio communications
• Order and maintain adequate supplies of custodial, office, and other departmental materials
• Perform other related duties and responsibilities as assigned
• Maintain regular and punctual attendance
• Work a modified schedule as needed and determined by management to support departmental operations, project requirements, and operational priorities
Supervisory Responsibilities:
• Provide effective direction, supervision, and evaluation of staff; provide ongoing coaching/guidance
• Plan, direct, and coordinate the work plan for staff; assign work activities and projects; continuously review and evaluate methods and procedures
• Select, hire, train, motivate and evaluate assigned personnel; provide or coordinate employee training; work with subordinate employees to correct deficiencies and resolve problems
• Monitor work environment of staff; participate in the review, investigation and implementation of discipline and termination procedures in conjunction with human resources