Office Supervisor

Overview

Are you looking for a highly rewarding opportunity that provides extensive career growth opportunity? Gilbane is seeking an Office Supervisor who will oversee the daily administrative operations of the NYC Business Unit (BU) office, provides comprehensive executive assistant support to office executive(s), and leads the administrative support team. This role requires a positive, reliable, flexible, and highly organized professional who can manage multiple priorities, exercise sound judgment, and adapt to evolving office and executive needs. Ability to work in the NYC office Monday through Friday, 7:45 a.m. – 5 p.m. is required.

Who are we?  

As a Top-10 ENR Contractor, Gilbane is a family-owned business with 45 offices that has been shaping communities since 1870. Consistently recognized as one of the most reputable construction management firms in the country, Gilbane is committed to delivering projects safely and on-time. You will have the opportunity to build schools, labs, hospitals, corporate offices, sports arenas and more! 

We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

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 Gilbane’s 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 Gilbane’s: Integrity, Caring, Teamwork, Toughmindedness, Dedication to Excellence, Discipline, Loyalty, and Entrepreneurship. 

What’s 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. 

Responsibilities

• Oversees daily office operations, including supervising clerical staff, maintaining kitchen and office supply inventories, coordinating employee events and office procedures, and ensuring a clean, well-organized workplace.
• Acts as a liaison between staff and leadership, promoting a productive and organized work environment 
• Keeps the executive informed of upcoming commitments, responsibilities, and workplace developments; anticipates emerging issues and represents the executive and company with the highest level of professionalism 
• Reviews, prioritizes, and follows up on matters directed to the executive, including sensitive or confidential issues; determines the appropriate action, referral, or response and ensures completion 
• Maximizes the executive’s time by reviewing, researching, and routing correspondence and emails; drafting letters and documents; gathering and analyzing information; and initiating communications
• Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead the Business Unit
• Maintains the executive’s appointment schedule by planning and scheduling meetings, conferences, and travel and reviews calendar on a weekly basis for planning time accordingly; assists executive in arriving and ending appointments in a timely manner to best utilize his time 
• Maintains and submits the executive’s expense report ensuring timely and accurate submittal of expenses 
• Maintains company and customer confidence and protects operations by keeping confidential information 
• Compiles and analyzes information to prepare reports; maintains filing and retrieval systems for historical reference; and documents meeting discussions 
• Contributes to management team effort by coordinating and facilitating various management meetings and recording minutes as needed 
• May serve as Learning Coordinator responsible for working with BUL/Department Heads and HR to determine annual training needs 
• Creates training schedules for BU/departments and communicates scheduled company training opportunities to employees to encourage participation 
• Organizes and executes 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 
• Provides direct supervision, coaching, workload coordination, and performance support for current administrative staff and any additional administrative team members added in the future
• Balances office-management and executive-assistant responsibilities while managing multiple priorities, shifting needs, and time-sensitive requests with a positive, flexible, and solutions-oriented approach
• Performs other duties and responsibilities as assigned to support the needs of the office, executive leadership, and the Business Unit

KEY COMPETENCIES

• Deploy a Strategic Mindset - Take a broad, global perspective when considering proactive solutions to long-term opportunities and risks that might develop in the future.
• Display Emotional Intelligence - Demonstrate the capacity to recognize feelings and patterns of behavior and those of others. Manage emotions effectively in ourselves and our relationships.
• Drive Team Accountability - Determine priorities and delegate work; monitor and communicate progress.  Establish measures to assess the impact, quality and timeliness of results; praise success and learn from mistakes.
• Coach and Develop Others - Provide feedback, instruction, and development guidance to help others excel in their current or future job responsibilities.  Plan for and support development of individual skills and abilities.

Qualifications

EXPERIENCE/EDUCATION

• Associate or bachelor’s degree in business or related field 
• 5 or more years of consecutive experience in an Office Supervisor/Manager role is required
• Experience in the Architecture, Engineering, or Construction industries is preferred 

KNOWLEDGE, SKILLS & ABILITIES

• Excellent writing and communication skills 
• Ability to efficiently schedule taking time management and travel logistics into consideration when scheduling 
• Must be Proficient Microsoft Office Suite (Excel, Word, Power point, Outlook, Teams, SharePoint) 
• Exceptional organization skills
• Strong interpersonal and hospitality skills  
• Ability to work effectively with all levels of internal leadership and staff, including the firm’s CEO and executive direct reports, as well as external clients and vendors 
• Exceptional organizational skills to ensure regular deadlines are met and content is accurate 
• Ability to work in the NYC office Monday through Friday, 7:45 a.m. – 5 p.m. is required

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 NYC, this ranges from $110,000.00 - $125,000.00 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 employees’ 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.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status. Click here to view the physical demands and working conditions required to perform this role. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Note to Recruiters, Placement Agencies, and Similar Organizations: Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly. 

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