Job Description

OFFICE MANAGER/EXECUTIVE ASSISTANT JOB OPPORTUNITY

(Position Start Date: January 2024)

COME JOIN OUR TEAM AND BE A PART OF SOMETHING SPECIAL!

For more than 70+ years, Polivka International, a family-owned company, has served the rail and civil construction industry. We take pride in providing custom solutions to meet our clients’ needs. Through thoughtful front-end planning and creative problem solving, Polivka International is the company that transforms ideas into reality.

We are Design-Build specialists and General Contractors that self-perform all site civil work for Fortune 500 Companies and all seven Class 1 Railroads.

The Office Manager/Executive Assistant position provides essential support to the business operations in the areas of permitting/licensing, business insurance, property management, risk management and corporate compliance, and to oversee the general office operations. This position also is the Personal Assistant to the President as well as integral in ensuring a high-level of effectiveness, communication, and coordination among all departments.

DAILY OVERSIGHT AND RESPONSIBILITIES

• Manage and oversee all business lines of insurance that includes review/renew policies, administer all aspects of commercial insurance coverage that includes issuing COIs for clients/vendors, work with insurance brokers during renewal periods, audits, and insurance related tasks for three companies.
• Understanding of construction licensing and permitting throughout the US and Canada requiring ability to research, coordinate information, and respond to questions for processing and approval.
• Oversee the corporate office facility and various other properties. Office oversight includes employee resource reporting, office machines, facility vendors, and meet building compliance requirements within state and local laws.
• Handle personal items for business owners that include properties, legal aspects, and professional services coordination.
• Must be familiar and able to work with budget and accounting aspects such as reconciliation of travel and credit card expenses.
• Respond to regulatory requirements for railroad and construction requirements that include administration of ISNetworld, Avetta and other compliance related matters.
• Manager corporate database to maintain current records, run general reporting, and maintain data quality for ease of use.
• Create, manage, and update standard operating procedures within respective area.
• Be an integral part of the communications network to influence a positive culture and be a trusted advisor to both corporate and field operations employees.
• Assess project risks/issues and provide solutions, where applicable.
• Other duties, tasks, and responsibilities that may be assigned at any time.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THE POSITION

• Bachelor’s degree in business management, Accounting or a related field, OR equivalent combination of education and experience.
• 10+ years high level executive experience with 3-4 years within the construction industry. Legal experience/knowledge preferred but not required. Understanding of how to work effectively in both an office and field environment.
• Excellent organizational and time management skills with ability to prioritize tasks/projects effectively.
• Strong communication skills that include both written and oral, interpersonal and negotiation.
• Proven leadership capability and to present a high level of professionalism, confidentiality, and discretion at all times.
• Ability to work under pressure and coordinate multiple activities to achieve maximum efficiency and results.
• Must be able to shift focus and adapt to situations and an ever-changing environment to accomplish shifting priorities and meet deadlines.
• Strong attention to detail and accuracy.
• A self-starter with the ability to work independently as well as in a team.
• Proficient in use of both Mac/Apple computer products and MSOffice Suite (MS Word, Excel, PowerPoint, Teams) and understanding of other associated construction and management software (i.e., ProCore, Foundation software).

Equal Opportunity Employer Veterans/Disabled

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