Office Manager

Overview

Manage office operations, finance, contracts, HR and support branch/region functions.

Key Responsibilities

• timecard entry
• work order processing
• purchase orders
• financial forecasts
• portal management
• data security

Tasks

-Oversee the accurate and timely daily entry of employee timecards. -Assist in organization of company functions and meetings including facility allocation and catering as needed. -Analyze reports and job data for discrepancies or issues and share findings with Controller/Branch Manager. -Responsible for the accurate and timely setup and/or removal of all maintenance accounts. -Delegate and manage project-based work to office staff, follow-up, and report results to Controller/Branch Manager. -Manage all office operations, workflow and procedures. -Ensure office supply inventory is maintained and ordering is within established budgets. -Ensure the accurate and timely submission of employee status change and payroll variance data. -Responsible for complying with and meeting all company driven deadlines. -May assist Controller with month end reconciliations and journal entry preparation. -Conduct annual performance reviews of office staff. -Oversee and manage timely and accurate processing of requisitions, purchase orders, and vendor invoice transactions. -Oversee the accurate and timely completion of work order processing. -Ensure the accurate and timely submission of incident reports into online system. -Oversee and manage timely and accurate processing of non-recurring accounts receivable invoicing. -Assist Controller/Branch Manager with semi-monthly rollup and support of Branch financial forecasts. -When assigned, handle portal activity for key clients and chain accounts. -Assist in on-boarding, orientation and off-boarding of employees. -Ensure the effective management of cell phones and assist with other IT related requests/duties. -Ensure the accurate and timely creation of proposal quotations in computer-based -Responsible for creating contemporaneous, prompt, and thorough documentation of all coaching, conversations, counseling, and performance management discussions with employees. -Ensure effective communication to and from employees and Corporate functional groups. -Oversee the maintenance of subcontractor list for contract and insurance compliance. -May reconcile and post credit card and employee reimbursement codings to GL -Assists in recruiting, selecting, orienting and training office personnel. -Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing as needed. -Keep management informed by reviewing and analyzing special reports, compiling information and identifying trends. -Manage renewals and revisions of active maintenance contracts. -Assist with ad hoc HR functions (e.g. Open Enrollment, new policy rollouts, etc). -Maintain and protect sensitive company data by adhering to internal security controls.

Requirements

• 5 years
• bachelor’s degree
• microsoft office
• erp
• notary license
• customer service

What You Bring

-Ability to prioritize workload and change direction quickly depending on deadlines. -Must be able to see at close vision, distant vision, peripherally, have depth perception and have the ability to adjust focus. -At least 5 years related work experience in a commercial services related industry. -Have a working knowledge of the company Employee Handbook and be able to answer general questions from employees. -Regular, on-time attendance to established work location. -High School diploma or equivalent. -Ability to define problems, collect data, establish facts and draw valid conclusions. -Bachelor’s degree in business or finance related study preferred. -Ability to demonstrate a positive professional demeanor and contribute to a culture of excellence. -Ability to think rationally, and maintain positivity and professionalism in a fast-paced, high-stress environment -Occasionally required to lift and/or move up to 25 pounds. -Ability to read, write and comprehend English. -Certified Public Notary License in state where employed preferred -Ability to read, write and comprehend Spanish, preferred. -Ability to adjust to changing priorities and handle multiple tasks simultaneously, with attention to detail. -Frequent use of hands to manipulate, handle or feel objects, tools or controls. -Valid Driver’s License -Constantly required to talk, hear, see, sit, stand and walk. -Intermediate to advanced understanding of the Microsoft Office Suite and ERP systems -Proven ability to work within time constraints with limited supervision. -Frequently sits for long periods of time in an office environment. -Strong internal and external customer service. -Constantly required to use computer-based systems. -Effective oral and written communication. -At least 2-4 years of experience managing office personnel. -Proven track record of very high attention to detail and organization. -Basic to intermediate math.

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Benefits

-Career Advancement Opportunities -Referral Bonuses Programs -Gym Membership and Mobile Carrier Discounts -Best-in-Class Learning Management System -3 Days Paid Bereavement -The opportunity to enroll in a variety of healthcare benefit programs, including medical, dental, and vision plan options; flexible spending accounts; retirement savings plans; term life/ad&d; and a number of supplemental insurances -Education Assistance -On-Demand Pay Through A Partnership with DailyPay -7 Paid Holidays -5 Days Paid Jury Duty -Employee Equity Program -Employee Assistance Program -Sick Pay in accordance with applicable state or local ordinance -Company Provided Life/AD&D

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