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Office Manager
2 months ago
Position Summary
The Office Manager position is responsible for maintaining office and business services through organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions Core Responsibilities
- Supports company operations by maintaining office systems and assisting leadership in a variety of different areas as needed and/or requested
- Manages, oversees, and maintains all vehicle, trailer, and company equipment; including (but not limited to) inspections, registrations, driver approval and logs, insurance, oil changes, vehicle repairs, fuel cards, drop off/ pick up coordination, and vehicle accidents
- Maintains an inventory and directory of operation support materials making sure all resources are accurate and current while coordinating creation of new materials, as needed; Orders supplies for the facility, contractual needs, and individuals as required
- Generates and monitors Web and Social Media marketing content, including (but not limited to) descriptions, job postings, sales announcements, and related news items, physical and digital flyers
- Responsible for accurately monitoring, maintaining and overseeing reports, correspondence, communications, etc. with Leadership Team and Team Members; follows established procedures when creating proposals and documents
- Manages the setup, assigning, logging, tracking, and technical support of company-issued phones for employees, ensuring proper functionality and user assistance
- Provides support to employees by troubleshooting and resolving technical issues promptly and efficiently
- Generates a filing system and oversees paperwork for all companies and business-related entities for that system
- Notarize documentation for leadership and team members as needed
- Runs errands as needed, required, and/or assigned for business operations
- Manages office space including (but not limited to) closing up, restocking office essentials, minor maintenance repairs (ex: replacing smoke detector batteries), preparing the conference room and meeting areas, placement of open/close door sign, and takes out trash as needed
- Coordinates maintenance repairs and oversees progress notes of repair until completion - Assists with new hire onboarding and partners with necessary internal and external personnel to ensure new hires are set up with equipment, logins, and supplies and required team members are provided keys and alarm codes; assist with IT issues and department
- Assists with audits as required
- Compiles and organizes invoices and receipts to provide to the accounting team for processing and/or posting
- Responsible for the creation, distribution, processing, and/or internal filing of required documentation including but not limited to, physical paper files, digital files, and HRIS platform records, ensuring organization, accuracy, and confidentiality
- Distributes checks to appropriate member of accounting department
- Prepares and arranges internal events and celebrations for operations and personnel including (but not limited to) birthdays, anniversary and holiday celebrations
- Distributes packages to the necessary parties as they are delivered
- Oversees the schedule and movement of equipment with vendors; maintains monitoring of company equipment
- Ensures all necessary certificates, licenses, registrations, and memberships are registered and stay up to date for the company and contractual obligations
- Maintains compliance and current on knowledge of organizational, federal, state and local policies and procedures
- Must act as a backup to TX-Dot and any other assigned positions OTHER RESPONSIBILITIES
- Promotes and maintains the effectiveness and reputation of the organization
- Promotes strategic and generative discussions; attends meetings as required
- Creates correspondence, reports, and communication material as needed
- Elicits cooperation from a wide variety of sources, including (but not limited to) vendors, subcontractors and other internal departments
- Consistently contributes to the growth of the customer base
- Effectively manages difficult or emotional situations; responds promptly to staff needs; solicits feedback to improve projects, responds promptly and effectively to concerns/issues and develops and communicates prompt solutions; solicits appropriate advisory assistance as applicable
- Through formal and informal training, continues development of personal and professional skills
- Strives for 100% customer and program satisfaction; communicates clearly and persuasively in positive or negative situations; listens and seeks clarification
- Follows through on all actions to ensure 100% deadline compliance
- Consistently meets and/or exceeds productivity goals
- Works closely with the management team, and other key personnel and contacts for seamless integration of responsibilities and functions
- Solicits inter
