Overview:
We are seeking an experienced Office Manager / Project Coordinator to support our Department of Defense (DoD) construction efforts. The ideal candidate will possess a strong understanding of DoD standards and procedures, be proficient in QuickBooks for invoicing, and demonstrate excellent organizational and customer service skills. This role will require effective coordination with executives and project stakeholders to ensure seamless operation and execution of projects.
Key Responsibilities:
- Administrative Support:
- Oversee daily office operations, ensuring compliance with DoD paperwork and forms.
- Maintain organized files and records, including contracts, schedules, and project documentation.
- Project Coordination:
- Assist project managers in the preparation of project schedules and timelines.
- Coordinate meetings, minute-taking, and action item tracking to enhance project flow.
- Financial Management:
- Operate QuickBooks for invoicing, tracking expenses, and managing financial records.
- Assist in budget preparation and financial reporting as required.
- Executive Support:
- Manage calendars and coordinate schedules for executives, ensuring efficient time management.
- Provide logistical support for executive travel arrangements and meetings.
- Customer Service:
- Serve as the primary point of contact for clients and stakeholders regarding project inquiries.
- Address any concerns or issues raised by clients, ensuring excellent customer satisfaction.
Qualifications:
- Bachelor's degree in Business Administration, Project Management, or a related field preferred.
- Minimum of 3-5 years of experience in office management, project coordination, or related roles, specifically within a DoD environment.
- Strong understanding of DoD construction policies, standards, and processes.
- Proficient in QuickBooks and other financial management software.
- Excellent communication and interpersonal skills, with a focus on customer service.
- Strong organizational skills with the ability to manage multiple projects simultaneously.
- Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
Essential Skills:
- Attention to Detail: Strong focus on accuracy and thoroughness in documents and operations.
- Problem-Solving: Ability to anticipate project needs and resolve issues proactively.
- Team Collaboration: Proven ability to work effectively within a team environment and support diverse project initiatives.