Job Description

Job Description

About the Company

TEI Group is a dynamic and innovative elevator company dedicated to delivering exceptional Service, Repair, Modernization and Construction solutions to our clients. With a commitment to Safety, Integrity and Quality, we have established a strong reputation for providing top-notch services that exceed customer expectations.

About the Role

The Office Manager plays a critical role in ensuring the smooth and efficient operation of the branch office. This position supports field operations, administration, and leadership teams by managing daily office activities, coordinating communication between departments, and maintaining accurate records related to contracts, billing, safety, permitting, and scheduling. The ideal candidate is highly organized, detail-oriented, and experienced in a fast-paced construction or service environment.

Key Responsibilities

1. Administrative & Office Operations

• Oversee daily office activities, including answering phones, responding to emails, handling mail, and greeting visitors.
• Maintain organized digital and physical filing systems for contracts, job folders, permits, inspections, and safety documentation.
• Order office and field supplies, ensuring adequate inventory for field teams and technicians.

2. Project & Contract Support

• Assist project managers and sales teams with contract administration, including preparing change orders, tracking submittals, and maintaining logs.
• Schedule and coordinate required inspections (e.g., DLM, MCP, State Elevator Inspections), permit renewals, and close-outs with local authorities.
• Track job status, open AR, and billing milestones in coordination with accounting and operations.

3. Permitting & Regulatory Coordination

• Coordinate with local building departments, state elevator authorities, and third-party inspection agencies to ensure timely approvals and compliance with A17.1, A17.4, and state codes.
• Support project managers and field teams in resolving permitting issues or code compliance matters.

4. Financial & Billing Coordination

• Support the preparation and processing of monthly billing for construction, modernization, service, and repair jobs.
• Reconcile vendor invoices, purchase orders, and field timesheets for accuracy.

5. Human Resources & Compliance

• Coordinate new hire onboarding, safety orientation, and credentialing for field employees in partnership with HR.
• Maintain updated employee records including certifications, drug tests, OSHA logs, union documents, and timesheets.
• Ensure compliance with company safety policies, elevator code requirements, and state/local regulations.
• Support payroll submission and time approval for field staff.

6. Communication & Leadership Support

• Serve as the communication hub between field crews, customers, consultants, and leadership.
• Prepare correspondence, branch reports, and meeting agendas as needed.
• Assist in planning branch meetings, training sessions, and client events.
• Uphold confidentiality and professionalism at all times.

Qualifications

• 3+ years of office management or administrative experience, preferably in construction, elevator, or mechanical service industries.
• Strong knowledge of Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Familiarity with ERP systems, job costing, and billing workflows.
• Excellent organizational and multitasking skills with keen attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and manage multiple priorities under tight deadlines.

Preferred Skills

• Experience with state elevator permitting and inspection processes.
• Familiarity with union hiring and payroll processes.
• Bilingual (English/Spanish) a plus for coordination with field teams.
• Prior experience supporting multiple branches or remote teams.

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