NexGen is looking for an Office Manager - MEP to join its growing team in Reno, NV!
ResponsibilitiesWhy NexGen?
Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. NexGen is our self-performing Construction Division. Gray is consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.
Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.
Why Gray?
Gray is a fully integrated, global service provider deeply rooted in engineering, design, and construction, along with smart manufacturing and equipment manufacturing services. Consistently ranked as a leader in the industry, we focus on the following markets for domestic and international customers: Food & Beverage, Manufacturing, Automotive, Distribution, Mission Critical, and Commercial.
Founded in 1960, Gray’s robust offering enables us to create one-of-a-kind solutions at the highest levels of customization, delivering unmatched precision and partnership to some of the world’s most sophisticated organizations. Still, these areas don’t define Gray—our people do. Passion, commitment, and a great team spirit all speak to the team members at Gray.
QualificationsWho we want… (Requirements)
The new team member is required to have High School degree and one (1) year of experience in a similar role. Must possess basic computer skills including the ability to utilize multi-line phone, word processing, spreadsheets, software, and e-mail. The selected candidate will have excellent communication skills. Must be physically present in the Lexington office and able to work Monday through Friday from 7:30 AM until 5 PM.
The new team member should be an energetic, self-motivated individual who enjoys a team environment, as well as a passion for collaboration and professional development. If you are a high achiever striving to exceed expectations in a fast-paced innovative company, then Gray is the place for you.
The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
What we expect… (Essential Functions)
Front Door
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel.Be available to let people in, assign substitute when goneGreet visitors in a friendly, professional mannerRemember visitor’s names and give polite good-byes upon departureMaintain names and contact information for current customers and consultantsGreet arrivals, notify Gray Team Member, offer seat, offer beverageReceive Mail, UPS, FedExGet mail from box each dayHave outgoing mail ready for USPS, UPS, FedExProvide WiFi information to visitorsFor Gray Team Members from other offices, offer working locationsAssist with travel time information – airports, etc.Be familiar with other Gray Offices and Companies and provide contact information and act as liaison when appropriateDress professionallyBe available by 8:00 AM and depart at 5:00 or afterBe the manager of impressionsContribute to a positive, professional atmosphere
Telephones
Capable of operating a PBX or multi-line telephone system.Answer incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable.Answer questions about organization and provides callers with address, directions, and other information.Direct calls to other Gray Offices as need beListen to and direct messages left on main numberFollow-up with Team Members on important Customer requestsMaintain current Team Member list with phone numbers and email addressesChanges the night voice greeting when the office is closed for a holiday to explain the office will be closed.Coordinate with IT changing the greeting after the holiday back to the general greeting.Visitor Information
Maintain current information about parking, arrival, local hotels, etc. for visitorsMonitors visitor access and issues parking passes when requiredArrange for reduced rates at local hotelsMaintain list and information about entertainment for out of town visitors – golf, music, restaurants, Disneyland, etc.Communicate with visitorsAct as a company concierge
Printer/Scanners
Maintain supplies, paper, toner, etc.Address problems, jambs, etc.Contact IT for support as required
IT Liaison
Function as Gray Southwest liaison for office IT Issues:InternetSecurityWeb meeting devices
Landlord
Communicate with Landlord about repairs or any other issuesConfirm that rent payments are being made – interact with Gray AccountingCommunicate with Landlord about events, or any other communication obligationsCommunicate with Landlord about after hours HVAC needs
Parking – City Parking Lot
Maintain list of City Parking PermitsRenew and cancel Parking PermitsCollect Parking Tags when there are departures
City Business License
Track and manage payments for City Business License renewals
City Officials
Get acquainted with City Officials, Council Person, Police, etc.Communicate our needs with OfficialsCommunicate our appreciation to OfficialsGet acquainted with neighbors and other tenants in our buildingDo everything to develop community and mutual understanding
Kitchen, Kitchenette & Coffee
Communicate with coffee services companyMake sure coffee supplies are always availableMake sure payments are made to coffee servicePurchase and place and replenish beverages & snacksTidy up Kitchen, Kitchenette and Breakroom twice daily (Each Team Member will be responsible to clean up after themselves, place dishes in dishwasher, etc.)Fill and run dishwashers at the end of each day, or more if needed – clean out dishwashers and place dishes in cabinets and on shelves first thing in the morning – keep dishwashers available for Team Members in put their own dishes in them.
Conference Rooms
Team Members should clean up after meetingsMake sure that conference rooms are cleaned up after meetings – in some cases, meeting may adjourn to a restaurant and Gray Team Members won’t be available to clean up.For Customer Meetings, prepare and present coffee cart or tray – replenish at reasonable intervalsErase whiteboards, unless labelled “do not erase”Arrange chairs in an orderly manner after meetingsTurn off display screens after meetings
Lunches & Catering
Manage providing menus and ordering lunches for meetings or evening events – collect orders, make orders and display in conference room or location as appropriateDevelop working relationship with local restaurants, coffee shops and barsMake reservations for group lunches or dinners at local restaurantsEvents
Manage events in the office, or in other venues (Christmas Parties, etc.)
Office Cleaning
Maintain communication with cleaning companyMake sure cleaning is done to requirementsArrange extra cleaning when requiredArrange window cleaning at appropriate intervalsMaintain minimal cleaning supplies for emergencies, broom, mop, rags, window cleaning items, etc.
Office Supplies
Develop list of standard office suppliesMaintain supplies, order when lowOrganize supplies in an orderly mannerOrders, receives, and maintains office supplies for area.
Seasonal Decorations
Acquire, maintain and put out seasonal decorations
Furniture and Equipment
Maintain files and contact information for furniture and office equipmentManage repairs or replacements as needed
Templates and Standard Files
Maintain Gray Southwest templates – letters, excel sheets, etc.
Administrative Work
In spare time, assist with various work tasks to assist Team MembersPrepare excel sheets, letters, presentations, etc.
Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the team member is frequently required to stand, walk, sit, use hands, reach with hands or arms and talk or hear. They may occasionally be required to climb or balance, stoop, kneel, or crouch. Must occasionally lift and/or move up to 50 pounds. Specific vision abilities required include close vision.
Generally, normal office environment where noise level is moderate and temperature/humidity is controlled. Overtime may be required.
Supervisory Responsibilities
This position has no supervisory responsibilities.
EEO Disclaimer
Gray is proud to be an Equal Opportunity Employer and welcomes everyone to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
#NexGen
#LI-MS1
Options Apply for this job onlineApplySubmit a referral to this jobRefer Sorry the Share function is not working properly at this moment. Please refresh the page and try again later. Share on your newsfeed Application FAQsSoftware Powered by iCIMS
www.icims.com