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Office Manager
4 months ago
JOB DESCRIPTION: OFFICE MANAGER
CLASSIFICATION PURPOSE
This exempt supervisory position is responsible for implementing, monitoring, and improving various corporate organize and coordinate administration duties and office procedures; performing related work as required. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and ensure day-to-day business operation is efficient and effective.
ESSENTIAL FUNCTIONS
The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.
Leadership:
- Serves as a role model by coaching administrative team.
- Demonstrates strong leadership (e.g., motivate, inspire, communicate)
- Develops strong, trusting relationships with customers and management team to foster a company positive culture.
- is a businessperson before an administrative person.
- Leads by example, supervises, coaches, and evaluates administrative staff.
Administrative:
- Takes primary responsibility for all office and administrative functions including but not limited to customers experience, timely billing, timely proposals, culture, safety, and financials
- performs administrative functions (e.g., record keeping, filing, documentation).
- completes and reviews various forms for accuracy, completeness, and compliance.
- Schedule meetings and appointments
- Organize the office layout and order stationery and equipment
- Maintain the office condition and arrange necessary repairs
- Organize office operations and procedures
- Manages filing systems and office supplies, maintains IT infrastructure and office equipment, and keeps inventory of orders
- Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
- Coordinate with IT Vendor (techno goober) on all office equipment
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities, like parties, celebrations and conferences
Extra-Mile Customer Service:
- Greet all visitors entering the company facilities and administration offices.
- Ensures all contracts for the company, all branches are executed correctly
- Addresses high level customer complaints, accounts receivable issues, and suggestions that admin team or management cannot.
- Performs conflict resolution and service recovery.
- Provides excellent service (e.g., accurate, complete, and timely) to clients, vendors, and company staff in a courteous and efficient manner.
Payroll:
- Maintains the integrity of the data in the payroll system.
- Helps approve and assist in payroll approval processes in Boss LM and ensures that it is synchronized with QuickBooks.
- Oversees paychecks, tracks employee data (e.g., vacation, sick leave, employee status);
Support:
- Provide general administrative support to all our employees.
- Supports HR, safety, and various administrative processes (e.g., inventory, record keeping, office equipment)
- Partner with HR to update and maintain office policies as necessary
- serves as the secondary interface with the bank, insurance, lenders, CPA, and surety;
- Assist in the onboarding process for administrative new hires
- monitors company safety record and implements methods to improve safe workplace practices;
- Supports financial controller in monitoring Accounts Receivable
- Supports financial controller in Managing office G&A budget, ensure accurate and timely reporting
BossLM:
- Ensures company’s financial activities in Boss and reporting are consistent with billing and produced work.
- Coordinates administrative functions to ensure efficiency, customer service, and accountability;
- Ensures all contracts for the company, all branches are executed correctly
- Ensures all billing procedures are completed in a timely and accurate manner.
- Boss LM software is most important tool, must learn and be proficient in software.
COMPETENCIES
- Boss LM: This is the infrastructure and backbone of the company, so it is very important to learn and become proficient using this software.
- Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost, and quality; holds performance as more important than process; sets specific, measurable goals, and takes efficient action to accomplish success.
- Record Keeping: Maintains various files, documents, and paperwork to ensure compliance with company policies and procedures, as well as local, state, and federal law; is well organized, accurate, and current.
- Decision Quality: Consistently makes effective, timely, and sound decisions; solicits information from multiple sources prior to making a judgment; addresses goals, resources, and intangibles; considers
