Office Manager
4 weeks ago
Duties and Responsibilities:
Back Office Support:
- Facilitate and support front-office employees to enhance their efficiency in client-facing roles.
- Communicate vital information and policy updates from upper management to department heads.
- Implement incentive programs to boost employee productivity.
Control:
- Manage timekeeping and daily report collection.
- Oversee cost and progress control for project tracking and cash flow purposes.
- Prepare and distribute weekly reports and other requested documentation.
Administration:
- Expertly manage QuickBooks or similar ERP software to support automation and processes in finance, human resources, operations, technical services, procurement, and supply chain management.
- Ensure seamless integration of all processes into ERP/CRM systems, working closely with IT, CEO, and CFO.
- Handle invoicing, accounts receivable, and collections, maintaining timely and accurate billing and client communications.
- Manage accounts payable and petty cash, ensuring accurate record-keeping and expense classification.
- Oversee banking operations including deposits, ACHs, wire transfers, refunds, and claims.
- Track and manage insurance, lease contracts, equipment rentals, and phone plans.
- Coordinate with external accounting and law firms to ensure compliance with tax and labor laws.
- Schedule and monitor payments for taxes, duties, permits, and licenses.
- Address infrastructure needs and manage IT and digital repositories.
Human Resources:
- Manage documentation for new, current, and former employees.
- Handle workers' compensation insurance renewals and updates, coordinating with brokers.
- Maintain updated Certificates of Insurance (COIs) for marinas.
- Administer vacation, time off, and sick day schedules.
- Assist management and operations with labor issues to ensure legal compliance.
- Collaborate with operations to ensure safety standards are met across all areas and technical services.
Logistics and Procurement:
- Control inventory of tools, materials, consumables, and instruments.
- Maintain inventory control for parts and products, creating Kardex control as needed.
- Manage supply chain and order processing to ensure efficient procurement.
This role requires a meticulous and proactive individual with expertise in administrative management and software systems, capable of supporting multiple departments and ensuring smooth operational workflows.
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