Marketing Coordinator/Receptionist

We are pleased to present the details of this position at Classic Colonial Homes, Inc as Office Manager/Marketing Coordinator 

Title: Marketing Coordinator/Receptionist

Reporting Relationship: This position will report to President, CEO and Director, CFO

 Marketing Coordinator/Receptionist Job Description: Marketing Coordinator/Receptionist to organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, purchasing/ordering office/shop materials, office supervision.

 Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people while having excellent client service skills.

Base Responsibilities:

•  Maintain a reliable office presence during regular business.
•  Manage general office activities:
•  Maintain high standards in office presentation and office equipment performance
• Answer phones, record messages, and respond to inquiries when appropriate
• Respond directly to or forward to relevant staff all e-mail inquiries
• Receive and sort mail; sign for deliveries
• Purchase office supplies, postage, and groceries
• Run errands

 Manage administrative details:

Report directly to Company President and Director

• Function as personal secretary to Company President, including managing the corporate calendar, scheduling meetings, preparing travel arrangements, drafting letters and memos, developing presentation content, and e-mail monitoring
• Cooperate with and assist project managers, shop foreman and company directors
• Create and vet office system standards and procedures, maintain all record- keeping systems, files and filing systems
• Control the corporate communications network, including coordination/liaising with jobsite personnel, client calls and inquiries, trade (sub)contractors, and/or project managers/company directors
• Operate the corporate database including data-input, running general reports, managing/reviewing employee time entries in time tracking software, and maintaining data quality with regular backups and restores
• Perform notary of the public duties for relevant office documents
• Type, photocopy, fax and file all general correspondence, forms and memos
• Maintain trade (sub)contractor insurance records, tax documents, etc.,
• Maintain up to date Project Managers/Lead Carpenters certifications and licensure on file and schedule renewals when needed
• Screen, record and track incoming job leads via phone, e-mail and walk-ins in CoConstruct- company communication/operations software
• Liaise on the company’s behalf with trade (sub)contractors, clients, accountants, attorneys, insurance providers, engineers, architects, suppliers, property managers, tenants, Builders’ Association members, and Government representatives 

Marketing Responsibilities:

• Develop content and maintain contact lists for quarterly newsletters
• Maintain an online presence
• Write content for and update corporate websites
• Maintain a social-media dialogue through Blogs and Instagram
• Manage Search Engine Optimization (SEO) through web development, local search engines, Google AdWords, etc.
• Develop a marketing plan and marketing tools, to include brochures, flyers, internet campaigns, magazine ads,
• Develop a corporate strategic plan

**Preference will be shown towards candidates capable of performing the following additional responsibilities:

•  Perform Accounting Duties to include bookkeeping and organization of account information for external CPA 
• Institute computer tracking systems for accounts payable and accounts receivable
• Generate and notarize client-job applications for payments (draws) in PEM and send to clients with correlated QB invoice on a biweekly or monthly basis
• Liaise with client loan-officers to facilitate payments
• Maintain accounts payable and accounts receivable, enter deposits, handle invoicing and bill payments
• Deposit checks
• Generate Percent Complete reports, QB Journal Entries, Profit and Loss (P&L) reports, Balance Sheets, A/R Aging Summaries, and Cash Flow reports on a monthly basis
• Generate payroll and follow-up on job log compliance
• Aware of all city, state and federal tax filings
• File all required city, state and federal tax payments and form filings according to relevant monthly (e.g. related to payroll), quarterly and annual schedules
• Organize tax and accounting information for year-end tax filing for external CPA

• Proven office management, administrative, or assistant experience
• Knowledge of office management responsibilities, systems, and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages