All of the standard Office Manager duties, and more.

Assist the President, VP in all Administrative duties. Handle all confidential matters for the Vice President. Marketing duties include identifying RFP opportunities, submitting necessary items for proposals and tracking all proposals submitted. Maintain all contract files and supplements to the contracts. Prepare all updated state registrations. Request insurance certificates for all contracts and maintains copies with all contracts. Submit marketing brochures to new companies. General duties include phones, faxes, mail, general typing of letters, etc.

Assist the President, VP’s and HR in all Administrative duties. Handle all confidential matters for the President. Marketing duties include identifying RFP opportunities, contacting primes for teaming purposes, submitting necessary items for proposals to primes, and tracking all proposals submitted. Prepare all Chilton proposal submissions. Maintain all resumes and cost proposals for proper format (per agency requirements). Maintain all contract files and supplements to the contracts. Track all contracts for accuracy, duration and amount remaining and updates for President. Track all anticipated contracts. Prepare all updated certifications and pre-certifications for MBE/DBE status to all state agencies including DOT’s. Request insurance certificates for all contracts and maintains copies with all contracts. Organize marketing meetings with all Project Managers to ensure bidding on projects, current and anticipated contracts. Submit marketing brochures to new companies and schedules follow-up meetings with them and the President. Produce, update, and edit all marketing materials such as brochures, tri-fold handouts, other marketing charts and graphs. Stay up to date on all PE licenses held in the office. Maintain all new hourly rates and overhead statements for proper proposal submission. General duties include phones, faxes, mail, general typing of letters, etc.

Assist the President, VP’s and staff in all Administrative duties. Typed all proposals, letters of introduction, union reports, and letters of transmittals. Created many templates to expedite the processing of many standard forms and documents. Created and updated all purchase order logs, proposal/quote lists, bid log, contract log, project manager logs, and job lists. Prepared fax cover sheets, job folders, and Airborne airbills. Sent quote requests to our manufacturer and upon their return prepared the proposals for the customer(s). Handled all incoming faxes, drawings and submittals. Prepared billing forms. Obtained bidders lists and researched upcoming project from the newspapers (who specialize in construction projects). Took dictation, answered the multi-line telephone and directed the calls accordingly, filed and sent faxes.

Responsible for processing the daily payables, receivables and freight bills. Prepared spreadsheets to breakdown the companies American Express bills to their respective accounts. Helped customers obtain duplicate copies of invoices, obtaining shipping information, assisted in the reconciliation of their accounts and made payment arrangements. Other duties included faxing, filing, copying, operating the switchboard, and distributing mail.

Responsible for processing incoming receipts, outgoing checks, Fed fund wire transfers, AFT transfers and stop payments. Journalled funds and securities from account to account, and charged account fees. Received and secured stock and bond certificates, prepayments, and returned items from the bank. Accountable for handling and securing of daily receipts and bank deposits. Radar delivery system, and networking in shares. Copying, posting mail, federal express packages, faxing, incoming correspondence and placing service calls.

Responsible for typing and editing memorandums, letters of specifications and reports, to whom were for submission to clients and state agencies. Transcription and Dictaphone activities. Organized and implemented mass mailings. Conducted associated telemarketing calls.