Office Manager

Traits & Characteristics (WHO) - About You: Picture this: action-packed days, a team that feels like family, and a role where your can-do attitude is celebrated daily. What we really crave is your infectious energy and passion for top-tier customer service. You thrive on the excitement of a fast-paced environment, tackling challenges with precision and a smile. Your knack for problem-solving and superb communication skills makes you a superstar collaborator.

We’re looking for a highly driven office manager to lead our administrative staff. You’ll be in charge of overseeing office operations, streamlining systems, and ensuring our administrative support is accurately following office policies. The ideal candidate is an organized and efficient leader who loves motivating and encouraging others to do their best work. If this sounds like you, apply today!

Compensation & Benefits:

• Comprehensive medical, dental, and vision insurance
• IRA benefits for your financial future
• Life insurance coverage
• Generous vacation, holiday, and sick pay allowances

Join us in a role where your talents will flourish, supported by a vibrant team and a culture of continuous improvement. Be part of something exceptional, where your contributions make a meaningful impact every day.

$67,000 - $75,000 yearly

About the Role:

• Lead and supervise daily administrative activities, providing support to all departments and ensuring operational efficiency.
• Provide Precon Client Concierge services, assisting with business licenses, PCC contact info forms, and initial safety packages to support client satisfaction and project success.
• Manage business licenses, ensuring compliance with regulatory requirements and maintaining accurate records.
• Coordinate the collection, organization, and distribution of contract items to internal team members, facilitating seamless communication and project management.
• Implement and oversee a contract mail-out and return tracking system, optimizing efficiency and accuracy in contract management processes.
• Handle Certificate of Insurance (COI) requests and management, ensuring coverage meets project requirements and maintaining up-to-date records.
• Manage Controlled Insurance Programs (CIP), overseeing enrollments, tracking monthly submittals, and facilitating subcontractor participation to meet project needs.
• Assist in project close-out procedures, ensuring completion of all necessary documentation and compliance with project requirements.
• Navigate compliance and credentialing software, such as Vendormate, Compliance Depot, and RMIS, to ensure adherence to regulatory standards.
• Download contracts and assemble packages for key team members, facilitating effective communication and project coordination.
• Facilitate the setup and maintenance of document organization company-wide, ensuring easy access to critical information and efficient workflow.
• Manage filing for Apprenticeship programs (DAS 140 / DAS 142) and Preliminary Requests, ensuring compliance with regulatory requirements.
• Provide administrative support for job set-up and close-out using Monday.com, ensuring accurate and timely completion of project tasks.
• Maintain files of working documents, including resolution paperwork, to support project activities and facilitate decision-making processes.
• Conduct and manage New Hire Set-Ups.
• Function as employee main point of contact.
• Participate as a conduit between team and the IT company support system.
• Operate multi-line phone systems, manage incoming calls, and transfer messages to appropriate team members, ensuring effective communication flow.
• Collaborate with the Administrative Department Manager to develop and implement procedures and policies for all administrative activities, ensuring alignment with organizational goals and standards.

• Bachelor's degree in business administration, communications, or a related field.
• 2-5 years of work experience in an administrative/office management role, with a proven track record of success in driving operational excellence.
• Exceptional attention to detail, strong organizational and time management skills, and the ability to prioritize effectively in a fast-paced environment.
• Self-starter with a proactive approach, demonstrating initiative, creativity, and a commitment to continuous improvement.
• Excellent communication and interpersonal skills, with the ability to effectively interact with individuals at all levels of the organization.
• Strong problem-solving skills and analytical abilities, with a strategic mindset and the ability to anticipate and address challenges proactively.
• Proficient with Microsoft Office applications, with the ability to learn and adapt to new software and systems quickly.
• Bilingual Proficiency (English/Spanish).
• Must be proficient with Microsoft Office.

Pacific Coast Cleaning, Inc. (PCC) is a leading commercial and construction cleaning firm with over 20 years of proven expertise. Our capabilities encompass all types of projects; from complete ground-up developments to multi-family, airports, military, health care, and tenant improvement projects. Over the past decade, we’ve developed sparkling relationships with our clients by enhancing the appearance, viability, longevity, and overall value of their properties – while delivering on schedule. From post-construction cleanup to window cleaning and pressure washing, janitorial services, and more, we deliver reliable, affordable, and professional cleaning services. Our clients include some of the largest builders in California and we’re always seeking to partner with new clients who share a common commitment to excellence and professional business practices. At PCC we are committed to Integrity, Growth, Teamwork, Excellence & Empowerment.