Office Supervisor

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Office Supervisorto oversee the daily administrative operations of aBusinessUnit(BU)office and supportexecutive(s) within the office.

Who are you?

You are a coach/leader who leads with an inclusive and empathetic mindset. You provide feedback and guidance to help others excel in their current or future roles. You determine priorities, delegate work, and effectively communicate progress. You establish measures to assess the impact, quality, and timeliness of results while praising successes and sharing lessons learned. You build high performing teams by attracting, engaging, developing, and retaining talented individuals through motivation and discipline to maximize impact on the organization and the individual.

You leverage business insights by understanding industry trends, local market/economic conditions, and Gilbane27s business model to make critical decisions and create competitive advantage. You deploy a strategic mindset when considering solutions to long-term opportunities and risks that may develop in the future.

Your core values match Gilbane27s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship.

What27s in it for you?

Gilbane offers employees multi-dimensional training opportunities through a number of resources. While managing your responsibilities to projects, you will be able to enroll in trainings through our award-winning Gilbane University to build leadership and technical skills. In addition, you would work with an experienced team which provides you with the opportunity to learn new industry skills every day. You will protect and promote the interests of both Gilbane and the client in all matters as well as demonstrating the personal characteristics of a developing leader.

• Manages the day-to-day office operations including supervisingclericalofficestaff,reviewingand replenishingkitchen supplies inventory, organizingvarious employee functions, coordinatingoffice procedures, andmanagingthe ordering of suppliesas needed
• Acts as a liaison between staff and leadership, promoting a productive and organizedwork environment
• Works closely and effectively with the executive to keepthemwell informed of upcoming commitments and responsibilities;acts as a "barometer," having a sense for the issues taking place in the environment and keeping the executive updated;representsthe executive and company in the utmost professional manner
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to executive, including those of a sensitive or confidential nature; determinesappropriate courseof action, referral, or response and ensures completion of those actions
• Conservesexecutivestimeby reading, researching, and routing correspondence/emails, draftsletters and documents, collectsand analyzesinformation, andinitiatestelecommunications
• Completes critical aspects of deliverableswith a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks thatfacilitatethe executive27s ability to effectively lead theBU
• Maintainstheexecutive27sappointment schedule by planning and scheduling meetings, conferences, and travel and reviews calendar on a weekly basis for planning time accordingly;assistsexecutive in arriving and ending appointmentsin a timely mannerto bestutilizehis time
• Maintains andsubmitstheexecutive27s expense report ensuringtimelyandaccuratesubmittal ofexpenses
• Maintains company and customer confidence and protects operations by keeping information confidential
• Prepares reports by collecting and analyzing informationand provides historical reference by developing andutilizingfiling and retrieval systems; recordsmeeting discussions
• Contributes to management team effort by coordinating andfacilitatingvarious management meetings and recording minutes as needed
• May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR todetermineannual training needs
• Creates training schedules for BU/departments and communicates scheduled company training opportunities to employees to encourage participation
• Organizes andexecutes trainings and events including scheduling, sending reminders, providing facilitator with necessary training materials, and ordering/organizing catering
• Trains direct reports on processes, procedures, and completion of daily tasks
• Manages workload and performance of direct reports, ensuring alignment with overall company standards
• Fosters a positive and inclusive work environment to motivate and engage team members
• Aids in communicating company and department strategy to direct reports

EXPERIENCE/EDUCATION

• Associates or Bachelor27sdegree in business or related field
• 5 or more years27 experience in anExecutive Assistant role
• Experience in the Architecture, Engineering, or Construction industries preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS & ABILITIES

• Excellent writing and communication skills
• Ability to efficientlyschedule takingtimemanagementand travellogisticsinto consideration when scheduling
• Must be Proficient Microsoft Office (Excel, Word, Power point, Outlook)
• Exceptional organization skills
• Excellent interpersonal skills
• Ability to work well with all levels of internal management and staff, such as the firm27s CEO andexecutivesdirect reports, as well as outside clients and vendors
• Exceptional organizational skills to ensure regular deadlines are met and content isaccurate

Salary to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team.

For (Newark, NJ) this ranges from $85,000-$105,000 plus benefits and retirement program.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees27 education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

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