Administrative Manager

Sciens Building Solutions; Vista (CA); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

Salary based on qualifications

PTO & holidays

401(k) matching

Disability insurance

Health, dental, vision plans

Life insurance

Career development opportunities

Job summary

Sciens Building Solutions seeks an Administrative Manager to organize and coordinate office administration and procedures, ensuring organizational effectiveness, efficiency and safety. This role requires independence, multi-tasking, and strong organization across a diverse office.

Responsibilities include payroll processing, AP/AR for construction billing, vendor management, HR collaboration, and IT coordination. A competitive salary and comprehensive benefits accompany this role.

Qualifications

• 2–5 years of proven office/administrative management experience.
• Excellent written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management and multi-tasking abilities.
• Attention to detail and problem-solving skills.
• Basic knowledge of accounting, data, HR, and business practices.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

Responsibilities

• Act as point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Accounts Payable.
• Accounts Receivable - Construction Billing (AIA Billing).
• Process Payroll (about 5–10% Certified Payroll).
• Organize office operations and procedures, and schedule meetings and appointments.
• Partner with HR to maintain office policies as necessary.
• Coordinate with IT department on office equipment.
• Manage relationships with vendors, service providers and landlord, ensuring timely invoicing and payments.
• Provide general support to reception; assist with visitors.
• May maintain leadership calendars, and appointments.

Skills

Office management

Communication

Customer service

Time management

Detail-oriented

Accounting basics

HR basics

MS Office

Education

High school diploma

Tools

Microsoft Office Suite

Job description

THE POSITION IN A NUTSHELL

Sciens Building Solutions seeks an Administrative Manager to join its fun and rapidly growing team. The Administrative Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. This person is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation. We are looking for an energetic professional who doesn't mind wearing multiple hats. The role requires experience in handling a wide range of administrative and executive support-related tasks and someone who is able to work independently with little or no supervision. You should be well-organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

WHAT YOU'LL BE DOING (and doing well!)

• Act as point person for maintenance, mailing, shipping, supplies, equipment,bills,and errands.
• Accounts Payable
• Accounts Receivable - Construction Billing (AIA Billing)
• Process Payroll (includes about 5-10% of Certified Payroll)
• Organize office operations and procedures, and schedule meetings and appointments.
• Partner withPeople & Culture (HR)to maintain officepolicies,as necessary.
• Coordinate with IT department on all office equipment.
• Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
• Provide general support to reception; assist with visitors.
• May maintain Division leadership schedules,calendarsand appointments.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored.
• Maintain office efficiency through planning and execution of equipment procurement,layouts,and office systems.
• Develop and implement office policies by setting up procedures and standards to guide office operations.
• Ensure that results are measured against standards, while making necessary changes along the way.
• Review and analyze special projects and keep leadership properly informed.
• Develop standards and promote activities that enhance operational procedures.
• Participate actively in the planning and execution of company events, such as annual holiday party.
• Monitor and maintain office supplies inventory; review and approve office supply acquisitions.
• Help ensure all employees embrace our safety culture and comply with all safety initiatives.

WHAT WE LIKE ABOUT YOU

• High school diploma.
• 2-5 years of proven office/administrative management experience.
• Excellent written and verbal communication skills.
• Excellent interpersonal and customer service skills.
• Excellent time management skills and the ability to multi-task and prioritize work; strong organization and planning skills.
• Attention to detail and problem-solving skills.
• Basic knowledge of accounting, data, administrative, human resources, and business practices and procedures.
• Basic understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.

WHAT WE'RE BRINGING TO THE TABLE

• Competitive salary based on qualifications.
• Paid time off plan and holidays.
• 401(k) matching.
• Short term and long-term disability.
• Medical, dental, and vision plans with options.
• Life insurance.
• Professional career development opportunities.

$80,000-$90,000 DOE