Office Manager

2 months ago

Cerritos, United States Secure Transportation Company Inc Full time
Job DescriptionJob Description

Summary Description


The Office Manager, under general supervision of the Director of Accounting and Finance, will provide day-to-day administrative support for multiple departments, Accounting, Claims and General Administration for the Corporate Office, including President & CEO. The ideal candidate should have excellent communication skills, attention to detail, organization, and previous administrative experience. This position requires on-site attendance.

Key Tasks and Responsibilities
For Accounting (reporting to Director of Accounting and Finance)
Open all accounting mail and scan to the appropriate functional departments.
Open all accounting mileage reimbursement returned checks and log on Claims/Accounting shared log.
Track resolution on mileage reimbursement logs.
Filing of all accounting documents.
Coordinating resolution of stale dated and unclaimed property checks, including contacting vendors for reconciliation.
Preparing outgoing daily mail as needed.
Preparing and sending out weekly check-run special handling remits.
Logging DMV vehicle registration and coordinating timely payment with Fleet department.
Preparing miscellaneous daily deposits.
Other administrative duties and projects as assigned by Accounting Manager.
For Claims (reporting to Claims Supervisor)
Open all paper claims and member reimbursement logs received via mail, emails, logs.
Sort, batch, and date stamp.
Scan and upload documents into respective folders in SharePoint.
File the claims into their respective folder for audit purposes.
Place unopened or opened claims placed in designated area for Medical Claims Processor access.
Print and mail Claims Acknowledgement letter to providers.
Print and mail return letter to providers with rejection reason.
Track and log returns, provider disputes and member inquiries
Send member reimbursement log and update tracking log.
Track claims, payment, and rejections
Identify missing or invalid claims data.
For Administration - approx. 6hrs per month
Sort and distribute mail (other than listed above) to appropriate departments, including scanning and remailing when necessary.
Ensure the Corporate office is stocked, tidy and prepared for on-site visitors.
Communicate Corporate office maintenance needs with the building managers and distribute communication about the building with the appropriate departments.
Prepare office for meetings, including scheduling, when needed, including order lunch, and greeting guests, when necessary.
Ship and receive shipments for departments, upon request including Inter-Office, FedEx, GSO, UPS ensures most cost-effective method is used.
Communicate corporate office birthdays and anniversaries and distribute on office SharePoint site.
Update Corporate and Company contact list quarterly and distribute to departments.
Participate in order supplies for corporate office and operational offices monthly.
Setup calendar events on behalf of the President/CEO as requested.
Complete projects on behalf of the President/CEO as requested.
Plan, schedule and coordinate Executive offsite functions as needed with President/CEO.
Send storage files to Iron Mountain, monthly, while maintaining storage logs.
Work on annual projects, such as Executive Meetings and Holiday celebrations.
Responsibilities, duties, and work schedule may be changed from time to time as deemed appropriate by Company management.


Education & Training
Minimum 4 years administrative experience required.
Finance experience preferred.
2- or 4-year degree preferred.
Knowledge/Experience/Core Competencies
Excellent verbal and written communication skills.
Experience with Microsoft Office Suite or related software, QuickBooks and Sage Intact is a plus.
Excellent organizational skills and attention to detail.
Ability to communicate efficiently with multiple areas of the organization.
Transportation Industry and HIPAA compliance knowledge is a plus.
Must have a strong work ethic.
Ability to identify and correct errors in a timely manner.
Flexibility to work in a fast-paced team environment.
Abide to deadlines.
Processing task in an accurate and timely manner.
Ability to work in a team environment and autonomously.
Well versed to handle confidential material and use appropriate discretion.
Working Conditions
Corporate office hours are from 8:00 AM to 5:00 PM, Monday to Friday, and must be available between those hours for cross functional teams. OT maybe be requested by supervisors. Some light travel required.


Physical Requirements
This position requires a lot of computer work using the company's accounting software (experience with QuickBooks and Sage Intacct preferred), the company's proprietary Itineris® software, Excel, Outlook and other Microsoft Office programs.

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