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BSB Design
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Office Manager
Sacramento, CA
Responsibilities
Responsible for client collections including phone calls, letters, spreadsheets and requested backup for client invoices.
Responsible for engineering approvals including tracking percent of phase completion and markup prior to project manager’s approval.
Oversee monthly projections including tracking and updating data for project managers’ review.
Prepare monthly invoice drafts for project managers’ approval.
Assemble all requests for proposals (RFP) packets including proposals, forms, resumes, color product examples and consultation information.
Prepare all office proposals including folios, color product examples, product searches and compiling fees.
Conduct product searches for client programming needs using the intranet and printing examples as necessary.
Prepare Power Point presentations for client presentations and regional partner’s local speeches.
Maintain client contact to coordinate meetings, presentations and artwork/guidelines.
Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
Negotiates the purchase of office supplies and furniture, office equipment, etc. in accordance with firm purchasing policies and budgetary restrictions.
Supervises the repair work of the office facility.
Responsible for the facilities day-to-day operations, including distribution of building access keys and security access card, communication with cleaning contractor, handling of recycling, light bulb changing, heating/cooling/water problems, cube problems, etc.
Supervises the maintenance of office equipment, including copiers, fax, and postage machines.
Arranges for health and safety equipment to be checked on a regular basis.
Arranges travel, meetings and appointments.
Arranges travel and completes expense reports.
Participates in special department projects as needed.
Completes additional administrative tasks as needed.
Skills and Qualifications
Good planning and organizational skills
Well-developed interpersonal and communication skills.
Ability to negotiate effectively.
Computer literacy
Education and Experience
Bachelor’s degree in Business Administration or related field is preferred.
Three to five years’ experience in an office setting, assisting an executive officer.
Additional experience may take the place of some education requirements.
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