Office Manager

Build Your Career. Build America's Future.

Vulcan Materials Company is the nation's largest producer of construction aggregates and a major producer of aggregates-based construction materials, including asphalt and ready-mixed concrete. When you join Vulcan, it's more than starting an exciting career - you get to make a difference for millions of people every day across the country.

When you join Vulcan, you join a dynamic culture in which career development is encouraged, excellence is rewarded, and diversity is valued. No matter the role or the location across the country, every member of the Vulcan team lives through the Vulcan Way: doing the right thing, the right way, at the right time.

What You'll Do:

General Office Management. Provide administrative support to ensure efficient office operations. Responsible for all office-related operations and tasks. Handle incoming/outgoing mail and packages. Manage the purchasing of all office supplies. Coordinate office-based employee events as well as holiday and summer events for the whole Illinois area. Point of contact for third-party vendors (paper shredding, off-site record storage, Staples, Comcast, office equipment, and building management). Oversee office improvement projects as well as general office aesthetics. Additional remote responsibilities may be required to support our Nashville office. Required skills: Ability to work independently; self-starter; self-motivated; proactive.

Maintain Records and Documents. Demonstrate knowledge of filing systems through the ability to set up and appropriately file, update, purge, and archive data electronically. Manage the pool car fleet (2 vehicles) and security and office access. Required skills: Organization and computer skills.

Maintain Calendars and Schedule Meetings. Support and/or plan small or larger-scale events locally or for the division. Send out reminders and communications for events. Make meeting arrangements, including location, reservations, food arrangements, room setup, audio-visual aids, and printed materials. Make travel itineraries using authorized agencies and provide travelers with complete travel information. Required skills: Organization, vision, independent decision-making. Make travel arrangements and/or file expense reports for leaders.

Handle, Respond, and Direct Correspondence. Answer, screen, and direct phone calls, emails, and visitors as requested by each department head. Demonstrate familiarity with department needs and routines so that mail will be routed appropriately. Open and distribute confidential mail discreetly. Prepare correspondence, reports, manuals, and forms as requested. Compose letters and memos from verbal direction or knowledge of organization policy or procedures. Manage the distribution of holiday cards, birthday cards, and gifts to customers and employees. Required skills: Communication - verbal and written; customer service.

Invoice and Expense Processing. Review invoices to confirm receipt of items or work performed and accuracy of cost. Code the invoice with the department cost code before submitting it to the manager for approval. Coordinate payment process for department expenses. Verify charges shown on monthly cost statements. Maintain proper records of procurement card charges and ensure proper procedures are followed. Required skills: Attention to detail.

Additional Department Support. Support the sales department by being the lead in coordinating communication, registration, travel, and any additional arrangements for different sales events. Manage the logistics and administrative duties for various associations - memberships, dues, registrations, etc. Responsible contact for handling season ticket accounts. Additional support is needed for sales or customer-related activities. Provide additional administrative support to other departments as needed. Skills required: Ability to multitask, attention to detail, prioritization.

Additional Responsibilities. Other duties as assigned.

Skills You'll Need:

Experience. Previous administration or office management experience is preferred.

Technology Skills. Must have the ability to use computers, cell phones, and other electronic devices. Must have appropriate typing skills and a thorough understanding of various systems (Microsoft, Google). Ability to learn different systems efficiently.

Interpersonal Skills. Must have excellent communication skills and the ability to interact well with people in all levels of the organization. Present a positive and professional image for the organization. Strong written and verbal communication skills. Professional and courteous interpersonal skills with excellent office and phone etiquette.

Integrity. Must act with unyielding integrity and honesty in business transactions, promote company policies, and hold self and other employees accountable.

Attention to Detail. Must have a keen attention to detail, especially with typing and administrative tasks requiring a high degree of skill and accuracy. Must have excellent organizational skills.

Independent, Self Motivated. The successful candidate will be a self starter with a continuous improvement mindset. Ability to make decisions within scope of responsibility and strive for results. Proactive approach to problem-solving and process improvement.

Communication Skills.

What You'll Like About Us:

Great Company Culture. Our people share a competitive drive for in an environment of trust, teamwork, open-mindedness and communication.

Safe. Industry leader in health and safety standards. to creating a safe work environment and protecting all employees and customers.

Meaningful Work. What sets up apart is the work we do impacts daily lives - and every employee contributes. Our aggregates produced are used to build roads, schools, hospitals, airports, and housing.

Health Benefits. Medical, Dental, Vision programs,.

Rest and Relaxation. Paid vacation, personal floating days, and paid holidays.

Prepare for the Future. 401(k) with company match and contribution.

Training and Development. We see and helping our employees meet their goals as a key part of our business.

Vulcan Materials Company is committed to employing a diverse workforce. You will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability. You also have the right to be free from discrimination for medical needs arising from pregnancy, childbirth, or related medical conditions.
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