AVP Office Manager

Platinum Maintenance Se Beltsville, MD Open
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Platinum Maintenance Se is looking for AVP Office Manager in Beltsville, MD.
This local job opportunity with ID 3728865521 is live since 2026-06-26 14:10:03.
Job Description
Job Description

Platinum Maintenance - DC Office - Office Manager General Responsibilities
  • Maintain standard office hours, Monday–Friday, 9:00 a.m.–5:00 p.m. Adjustments may be required for evening “cash job” start‑ups or operational field visits, with 24‑hour advance notice to the General Manager.
  • Ensure timely distribution of all nightly reports and client reminder communications.
  • Manage and track work orders for both cash jobs and maintenance contracts.
  • Serve as a primary liaison for client communication, including meetings, site walks, scope reviews, and issue resolution.
  • Maintain the Washington, DC branch backlog.
  • Maintain, Request and Provide COI’s and Workers Compensation Certificates to clients
  • Organize and manage filing systems for contracts, vendor documents, and employee records.
  • Oversee office operations, including equipment, supplies, and administrative processes.
  • Manage scheduling to ensure effective coordination of contracted and cash project work.
  • Maintain and Procure materials for one time cash jobs and maintenance accounts. Procurement is through multiple vendors and need to ensure the proper policy and procedure is being followed.
  • Ensure that vendor portals are current and up to date
  • Review and submit contracts after review with the sales team.
Weekly Responsibilities
  • Attend Monday sales and operations calls (Sales: 9:30 a.m.; DC Operations: 10:00 a.m.).
  • Prepare, review, and process weekly payroll reports each Monday in coordination with the New York office.
  • Review upcoming project requirements and order all necessary stock and specialty materials each Monday.
  • Lead AR and sales notes reviews with the General Manager and sales team members on Wednesdays.
  • Process work orders for the upcoming week on Thursdays.
  • Submit sales notes on Thursdays.
  • Submit the finalized weekly schedule to both New York and DC teams each Friday; ensure availability for paycheck receipt and preparation of materials.
  • Maintain office cleanliness
Monthly Responsibilities
  • Oversee monthly employee expense processing, including:
    • Draft review with General Manager on the 5th
    • Final review on the 10th
    • Submission to New York by the 10th
  • Manage employee union benefits administration.
  • Maintain and update the DC master contract sheet.
  • Monitor and track company vehicle information.
  • Review invoices, secure required signatures, and forward all documentation to the New York corporate office.
Quarterly Responsibilities
  • Conduct quarterly reviews of contract billing and scheduling in collaboration with the General Manager.
  • Support quarterly audits of contract billing and scheduling.
As‑Needed Responsibilities
  • Lead kickoff processes for all new maintenance contracts and cash jobs exceeding $6,000.
  • Adjust office schedule as needed to accommodate time spent in the field during evening operations.
  • Participate in RFP site walks as scheduling permits.
  • Support the interviewing and onboarding of new employees.
  • Submit background checks for sites requiring security clearance (including Stonebridge and Potomac Center).
  • Post updates to LinkedIn.
  • Follow established procedures for submitting vehicle maintenance receipts and material procurement documentation to the New York office.
  • Maintain office equipment/materials and coordinate procurement of staff uniforms with the General Manager and proper policy and procedure.
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