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Office Manager
3 months ago
Description:
- Responsible for facilities management in coordination with building management, accountable for maintaining safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions. Administer, review and enforce the building lease. Approve building maintenance activities. Respond to emergencies involving HVAC equipment, fires and natural disasters. Manage office access security program (badging and keys).
- Evaluates office production and processes, improve efficiency and cost reductions. Analyze reports, budgets and accounts to identify over-spending and misallocated charges. Reconciles internal expenditures properly. Participates and provides solutions to minimize costs.
- Reviews clerical work products for accuracy and timeliness. Responsible for the periodic review of work products and providing performance feedback.
- Manages office equipment service contracts and contract administration. Responsible for office contracts that involve service, replacement and related supplies of office equipment.
- Inventory management of office equipment and supplies.
- Maintain office supply inventory and equipment. Manage the process to authorize the purchase of office furniture and supplies. Provides cost solutions. Negotiation of procurement of office furniture and supplies.
- Ensures completion of mandatory driving training.
- Administers fleet vehicle program for employee qualifications and business necessity. Monitor fleet assignments and documentation, trip ticket reconciliation. Administers maintenance and repair of vehicles.
- Responsible for reconciliation and monitoring of the company fueling program.
- Prepares activity reports for management.
- Tracking budgets, documenting and preparing results compiling such data.
- Responsible for office orientation reviews benefits forms, completes I-9’s following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department.
- Accurately completing complex accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks. Oversee office petty cash and banking.
- Manages weekly chargeability and sales projection reporting function. Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures. Review monthly statements for accuracy, exception reports, and accounts receivable reports.
- Explain fluctuations; provide summary reports on overhead costs.
- Recruitment, development, training and retention of staff.
- Responsible for conducting performance evaluations for department staff.
- Provide leadership, guidance, and instruction to the department.
- Responsible for interpreting policies, purposes and goals of the organization to staff.
- Responsible for collaborating with business development managers, business line leads, project managers, and proposal production staff on proposals to secure work for the team.
- Responsible for overall QA/QC process adherence.
- Ensure compliance with company and site safety policies.
- Responsible for diversity initiatives.
- Performs other duties as assigned
- Complies with all policies and standards
Requirements:
- Bachelor's Degree in business, accounting or related degree and 14 years of related experience Required or
- Associate Degree and 16 years of related experience Required
- The position requires maintaining the highest level of discretion and confidentiality.
- Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.
- Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
- Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
- Demonstrated ability to communicate professionally and effectively with all levels within and outside of the organization (i.e., clients, vendors, business partners, community leaders)
