Office Manager - Engineering

Engineering New Paltz, New York


BASIC FUNCTIONS AND RESPONSIBILITIES:

 

Provide administrative and clerical services for the Properties Division of Mohonk Mountain House.  While maintaining an efficient and organized working environment; the Office Manager coordinates with the administrative assistants within the division The Office Manager is responsible for maintaining accurate records of employee training, annual certifications and renewals for all employees within the Properties Division.  Perform all administrative and clerical duties as assigned. Must have the ability to work independently and interact well with guests, staff, and managers. The Office Manager is familiar with the policies and procedures of the Properties Division and the general policies and procedures of Smiley Bros. Inc.

ESSENTIAL JOB FUNCTIONS:

 

  • Provide Administrative and Clerical support to the Properties Division Managers.
  • Provide direction and support to the Administrative Assistants of the Properties Division
  • Maintain the confidentiality of payroll, personnel, and budgetary data.
  • Record and distribute minutes of the Properties Division Staff meetings each week and other meetings periodically as required.
  • Order and maintain inventories of radio equipment, uniforms, and office supplies for the Properties Division.
  • Maintain historical files for the Properties Division.
  • Maintain energy logs for oil, electricity and propane usage and periodically produce reports of energy consumption.
  • Maintain heating and cooling degree days log.
  • Maintain safety training/certification tracking log for all Properties Division employees; to be up to date and available for inspection at all times.
  • Maintain Properties Division policies, procedures, and forms digitally for access by managers and administrative assistants.
  • Maintain the New Employee Binder and distribute a copy of the binder to each new employee.
  • Work with Administrative Assistants, HR, and Security to maintain the SDS Chemical logs; to be up to date and available for inspection at all times.
  • Maintain the loss prevention binder; ensure information is accurate, up to date and available for inspection at all times.
  • Schedule the annual inspections for the Temporary Residency Permit and Fire Safety Permit.
  • Update Properties Division organizational charts as needed.
  • Maintain Contract Execution Tracking Log.
  • Provide and input Job Costing data in MAS90 and Adaco.
  • Maintain relationship with building department staff in the towns of Rochester, New Paltz, and Marbletown  to obtain appropriate permits for projects requiring building permits
  • Assists the Director of Properties in organizing and formatting the annual 5 Year Plan revisions to be submitted to the President and Board of Directors.
  • Ensure all contractors have a signed copy of the contractor safety program on file and submitted a written safety plan prior to work commencing.
  • Demonstrates proficiency with advanced skills in Microsoft Office including MS Word, MS Excel, MS Outlook, and MS Project.
  • Input and maintain budgetary information for the Properties Division and assist in the periodic budgetary re-forecasting process for the Properties Division.
  • Process weekly payroll data for Properties Division
  • Input and review Properties Division Purchase Requisitions and work with the Accounting Department to resolve issues with vendor insurance, contracts, purchase orders, and invoices.
  • Input and maintain budgetary information for projects and update period end project budget reports after each fiscal period.
  • Calculate and allocate project labor to appropriate capital improvement jobs as directed by Project Manager
  • Attend project meetings and distribute minutes to all project team members.
  • Assist the Project Managers in drafting and issuing scopes of work, project charters, project proposals, RFP’s, budgets, schedules, contracts, letters of intent, and purchase orders.
  • Assist Project Managers in tracking & managing change notices and change orders.
  • Review all project requisitions for accuracy, bid information, budgetary information and required contractor insurance
  • Prepare project documentation for approval and assign file and project numbers.
  • Prepare project organization and communication charts
  • Assist Project Managers in tracking & managing change notices and change orders.
  • Review all project requisitions for accuracy, bid information, budgetary information and required contractor insurance
  • Organize and maintain project files digitally and physically.
  • Perform basic mathematical functions such as addition, subtraction, multiplication, and division.
  • Prepare financial and administrative reports free of errors and omissions.
  • Operate vehicles safely while driving and/or parking in compliance with Mohonk Mountain House Traffic Rules and Regulations.
  • Wear proper Personal Protective Equipment as prescribed by cleaning agent or in accordance with our Mohonk Mountain House Standards and Protocols.
  • Inspect work by touch, sight, sound and smell for conformance to prescribed standards of cleanliness.
  • Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors and employees.  Hear verbal instructions, directions and warnings.
  • Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, sit, climb up/down ladders or sit/stand for up to 5 hours at a time.
  • Lift up to 30 pounds from ground level to waist and carry a distance of up to 100 feet with/ without assistance.  Walk up to 7 miles per day.
  • Maneuver carts or dollies safely with loads up to 200 pounds through passageways, up and down stairs, or in/out of elevators.
  • See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
  • Work under pressure and time constraints while maintaining composure and professional appearance.
  • Must possess an aptitude for mathematics, i.e. adding figures, computing taxes and discounts, etc.
  • Able to schedule, plan ahead, and complete tasks within established deadlines
  • Work productively and efficiently with or without supervision when performing routine tasks.
  • Maintain a flexible work schedule including days/nights, weekdays/weekends, holidays, and during peak periods of business.
  • Develop and maintain positive working relationships with other staff.
  • Communicate ideas for improving processes with a positive and constructive attitude.
  • Adhere to Mohonk Mountain House’s Dress and Grooming Standards; presenting a neat, clean and well-groomed appearance and maintaining a positive, professional image to our customers.
  • Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests and staff. 
  • Learn and retain knowledge of historical facts and information about Mohonk Mountain House.

Qualifications:

 

  • At least 20 years of age with two years of licensed driving experience, or, at least 21 years of age.
  • Valid Driver’s License.
  • High School Diploma or GED required.
  • Minimum of five (5) years relevant Office Work experience, with at least three (3) years in a construction/maintenance related field.
  • Proficient in accounting software packages; experience desired with MAS 90 and Adaco.

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that required of employee for this job.  Duties, responsibilities and activities may change at any time or without notice.