Office Manager

Job Title: Office Manager Job Category: Administrative

Location: Homewood, Alabama 35209 Travel Required: None

Wages: $18/hr +/- based on experience

Position Type: Full Time; Non-Exempt 32-40 hrs/wk

HR Contact: Amanda Reagan

Position is 100% on-site, in-person, but number and structure of hours and weekly schedule is flexible.

Clerical duties are assigned in accordance with the office procedures of Vista Engineering &

Consulting, LLC and include a combination of answering telephones, bookkeeping, typing or word

processing, office machine operation, case management, evidence management, light housekeeping, and filing.

More information about Vista Engineering & Consulting, LLC can be found at vistaeng.com

Education Requirement Options

Associate’s degree (or other 2-year degree)

Some College Courses

Equivalent experience

Essential Knowledge & Responsibilities:

 Administrative - Knowledge of administrative and office procedures and systems such as

word processing, managing files and records, designing forms, scientific workplace

terminology, and coordination of people, schedules, & resources.

 English Language - Knowledge of the structure and content of the English language

including the meaning and spelling of words, rules of composition, and grammar.

 Customer Service - Knowledge of and experience with principles and processes for

providing customer (internal & external) services. This includes customer needs

assessment, meeting quality standards for services, and evaluation of customer

satisfaction.

 Records Management - Responsible for creating, collecting, and maintaining records

pertaining to the Quality System and is empowered to notice and report deviations from and

suggest improvements to the quality system.

 Facilities Management – Responsible for housekeeping duties of a small office. Daily dish

washing, coffee making, taking trash out, laboratory straightening, laboratory glassware

maintenance, returning tools to correct locations, etc.

Basic Skills

 Active Learning- Understanding the implications of new information for both current and

future problem-solving and decision-making.

 Active Listening- Giving full attention to what other people are saying, taking time to

understand the points being made, asking questions as appropriate, and not interrupting at

inappropriate times.

 Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of

alternative solutions, conclusions, or approaches to problems.

 Learning Strategies- Selecting and using training/instructional methods and procedures

appropriate for the situation when learning or teaching new things.

 Mathematics- Using mathematics to solve problems.

 Monitoring- Monitoring/Assessing performance of yourself (always) or other individuals

(occasionally) to make improvements or take corrective action.

 Reading Comprehension- Understanding written sentences and paragraphs in work related

documents.

 Speaking- Talking to others to convey information cooperatively, kindly, and effectively.

 Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

 Coordination- Adjusting actions in relation to others' actions.

 Instructing- Occasionally teaching others how to do something.

 Service Orientation- Actively looking for ways to help people.

 Social Perceptiveness- Being aware of others' reactions and understanding why they react

as they do.

Resource Management Skills

 Management of Financial Resources- Determining cost-effective ways money will be

spent to get the work done, and accounting for these expenditures.

 Management of Material Resources- Seeing to the appropriate use of equipment,

facilities, and materials needed to do certain work.

 Time Management- Managing one's own time to maximize benefit to the company.

Coordinating and reminding others of time commitments as needed. Time tracking through

QuickBooks Time is required.

Relational Skills and Expectations

 Role Relationships – Internally, must manage and prioritize needs from multiple people. All

direction does not come from a single person, though the role reports directly to the Chief

Operating Officer.

 Responsibility for Others – Only responsible for others occasionally in the case of

seasonal interns.

 Conflictual Contact – Office manager encounters very little conflict as part of this job.

 Impact of Decisions – Decisions of the office manager are important but are frequently

routine.

 Routine versus Challenging Work – Most of the work of the Office Manager is routine.

 Competition – The Office Manager does not experience competition as part of the job.

Expectations of the Office Setting

 Work Setting – The office setting is comprised of a combination of office space, laboratory

space and warehouse space. A kitchenette and accessible parking are on site.

 Environmental Conditions – Entire space is climate controlled, but the warehouse space

is less so and may be the site of roughly 20% of the work.

 Job Hazards – Potential job hazards can include exposure to chemicals, lifting

requirements, and climbing on ladders. Safety training and PPE are provided.

 Functional requirements –

o Ability to lift up to 30 lbs.

o Ability to sit and use a computer for 80% of work time

 Work Attire – Business casual most days, closed toe shoes every day, more casual if more

physical work in the laboratory is planned ahead of time.

 Cell Phone Use – Cell phones are allowed on your person during work hours, but use is

limited to urgent needs during clerical time and is not allowed during laboratory time for

safety reasons.

Enumeration of Responsibilities (those not mentioned above; responsibilities are not limited to the following):

 Communicate with customers, employees, vendors and other individuals to answer

questions, disseminate or explain information, initiate cases.

 Answer telephones, direct calls, and take messages.

 Compile, copy, sort, and file records of office activities, business transactions, laboratory

data records, and other activities.

 Operate office machines, such as photocopiers and scanners, phone systems, and

personal computers.

 Compute, record, and proofread data and other information, such as records or reports.

 Maintain and update filing, supplies inventory, mailing, and database systems, either

manually or using a computer.

 Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

 Review files, records, and other documents to obtain information to respond to requests.

 Deliver messages and run errands.

 Inventory and order materials, supplies, and services.

 Complete work schedules, manage calendars, and arrange appointments.

 Type, format, proofread, and edit correspondence and other documents.

 Perform the responsibilities of the Records Manager of the Quality System

(SOP provided for each):

o Maintaining the Customer Relationship database

o Opening and closing cases/jobs

o Finding resolution and recording customer inquiries and complaints

o Document Control

o Completing Final Inspection of customer reports

o Creating and communicating customer invoices

o Purchasing supplies, standards, and services used in the performance of activities

in the scope of our accreditation.

o Evidence Custodian- Manage the intake, security, and disposal of critical evidence.

o Equipment Quality Management – Assist Quality Manager with maintenance of

equipment calibrations.

Tools

 Desktop & Laptop computers

 Computer laser printers

Technology

 Experience required:

o Microsoft 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, etc..)

o PC environment (not Apple)

 Experience a bonus, can train on these skills:

o Intuit QuickBooks

o Zoho CRM (Customer Relationship Management)

o WordPress

We are an equal opportunity employer. All qualified applicants will receive consideration for employment

without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran

status, or any other protected status.

This position is at-will, meaning that either the employer or the employee can terminate the employment

relationship at any time, with or without cause or notice, as permitted by law.

• Employment is contingent upon successful completion of a background check and/or drug screening.