Office Manager

We’re looking for a superstar to become our office success manager!
We’re part of a fast-growing, team expanding company that builds new custom homes for professional doctors, lawyers, and small business owners in McAllen, TX.
We’re looking for the best person available to join our growing team (We just hired another person in this role, but need more!) and are happy to negotiate on salary to find them!
We offer…
– Flexible working time meaning you can work whenever you want or need as long as you hit some very specific metrics (replies within 24 hrs to our members etc)…
– Your birthday is a paid holiday…
– All local holidays and our U.S. Christmas and New Year time off as well as paid holidays…
– Training & support for your growth and development 2x per week… – A learning and training budget to help you with personal development…
– The ability to grow into managing a team if needed and you want to…
– Annual bonuses based on performance…
– Can work from home…
– Annual team retreats to work on personal development, systems and building your own business inside our business…
You will be working within our emails, Facebook group & Messenger and attending our weekly team meetings on Zoom.
This is a FULL-TIME role and requires some key skills…
You Will…
– Have exceptional written English and Spanish and rarely make spelling mistakes…
– Great attention to detail in everything you do…
– Strive to improve processes and the way we do things as you will be in charge of this area and need to OWN IT…
– Have the confidence to speak up and report back to the team on where the members are at and what needs to happen with them…
– You can use email, Facebook and instant messaging apps along with excel and google sheet and know of or understand how to use Houzz Pro (CRM)…
If this sounds like you and you want to learn more and kick start your career, or revive a stalling one then get in touch…
If you want to set yourself up for an incredible 2024 and make this year the best year yet then apply by emailing us with the subject line “Fish & Chips”, and tell us, in 200 words, why you would be a great fit for our company.
This subject line is how we’ll identify our next round of applicants and begin our interview process.
Job Description and Objectives
Office Manager
Personal Appearance and conduct
– Ensure your own appearance and that of your staff is tidy.
– Ensure all staff on site conduct themselves in a professional manner, no swearing in front of clients, Project Managers,
Insurers, Architects or Engineers.
– Be polite and courteous to all people no matter what pressure you come under yourself.
Staff Work Hours and Breaks
– Start times may vary in accordance with Duties involved onsite, general site Hours are from 8.30am to 5pm Monday to Thursday and 8.30am to 4pm Friday.
– Make sure you take regular, quality, rest breaks in your working day.
– Picasso Signature Homes allows a minimum of two paid 10-minute rest breaks and one unpaid 30-minute meal break if the work period is six to eight hours long.
– Consider extra rest breaks if the work is demanding.
– DO NOT skip breaks in order to leave early as this leads to increased fatigue which creates more hazards. Having a full break is at your own discretion.
Job Brief:
We are looking for a reliable Office Manager.
You will undertake administrative tasks, as well as (List of other tasks) and ensure the rest of the staff has adequate support to work efficiently.
The tasks will include bookkeeping, marketing, HR, and assistance to the Executive team. The ideal candidate will be competent in prioritizing and working with little supervision. They will be self-motivated and trustworthy.
The office administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth.
Responsibilities
Office manager
– Assist in checking all projects and evaluate the progress.
– Assist in finalizing KPA, KPI, formalize and document the process of how we build our homes.
– Assist in finalizing a process so it can be easily followed in Process Street. Formalize our pre and post walk through inspection forms, formalize our quality control forms for each trade. Key things to look for and check off
– Calling for quotes for shipping. Confirming the order and the property it is going to.
– Communications and marketing for (company). Website, social media, events, community initiatives, signage.
– Communications and formal documentations for neighbors prior to digging
– Weekly client communication and updates
– Updating and or following (Software), uploading client informations, imputing photos if needed, completing change orders,
– Create vendor list and contact information for all our vendors to improve efficiency of ordering, and growth of our company
– Create monthly social media promotional posts on the products we can provide
– Manage all color boards, products and samples for clients, agents and potential customers
– Organize social events in the show homes
– As we grow and provide more spec homes our client communication will increase drastically. This position can be the front line for this.
– Creating a welcome package or wow package for clients after a home is completed.
– Creating a builder site pack before construction begins.
EA/Admin
– ? Manage Director diary/Book appointments where required
– ? Manage/oversee all company diaries/Book appointments where required
– ? Answer telephone on behalf of Company, and give information to callers, take messages
– ? Provide support at meetings including minutes and follow-up actions
– ? Manage and distribute incoming mail/Emails and other material for Company
– ? Coordinate the filing of documents (physical and electronic) on behalf of the Company and their team
– ? Undertake binding, printing, scanning and photocopying duties as required
– ? Maintain client database
– ? Order Stationery as required
– ? Order gift baskets as required for clients
– ? Order food delivery and weekly shopping
Accounts
– ? Run creditors direct credit schedule, obtain payment authorisation, and ensure payments are made on time. (including monthly credit card payments and Director personal accounts)
– ? Process all creditors’ invoices against GL, including receipt of invoice, obtaining authorisation.
– ? All unpaid Debtors invoices are followed up for payment, including calling the client to discuss payment of invoices, or payment options.
– ? List any debt remained unpaid
– ? File all Creditors invoices and employee expenses/Receipts
– ? Manage Website/Sales
– ? Assist budget/cash flow forecast each financial year – Update where required
– ? Run budget reporting monthly & Identify cost centers outside of the budget and why
– ? Arrange refunds where required
– ? Liaise with company accountant for any queries and end of year closure of accounts
HR
– ? Write job descriptions and advertise vacancies
– ? Write up questions for interviews that ‘is relevant to the role
– ? Review applications and shortlist & Action all correspondence to applicants
– ? Perform the first round of interviews & Action all correspondence to applicants
– ? Arrange Face to Face Interview (Group)
– ? Arrange Trial Day information and be the point of contact
– ? Edit and send contracts
– ? Arrange building access, order shirts, arrange tech setup
– ? Gather new employee info and liaise with bookkeeper to have them set up for payroll Sales
– ? Create and courier out Information packs to potential clients where required
– ? Create and courier out Welcome box to new clients
– ? Coordinate the e-signing and filing of documents (physical and electronic) on behalf of the Director/ Company and their team
– ? Raise all sales invoices/credits/Repeating
– ? Take customer payments via Credit Card
– ? New client audit (contracts signed and returned; payments taken)
– ? Arrange customer account to be closed
– ? Outsourcing simple tasks
– ? Arrange for video testimonials
– ?
Marketing
– ? Post weekly to our social media channels following the TPB Social Media Playbook
– ? Coordinate and schedule meetings at a rate of 2 per month of new contacts.
– ? Update website regularly
– ? Update clients on (CRM) daily if needed
– ? Managing marketing campaigns
– ? Updating info packs regularly