Office Manager

4 weeks ago

Downers Grove, United States TK Elevator Full time
The first 3 letters in workplace safety are Y-O-U

TK Elevatoris currently seeking an experienced Office Manager in Chicago, IL.

Responsible for successfully managing the branch's administrative processes and employees to ensure the branch operates in an efficient and cost-effective manner. Administrative responsibility for multiple locations inclusive of Boston, MA, Providence, RI and Maine offices.

ESSENTIAL JOB FUNCTIONS:
  • Fosters a culture of safety among all employees. Includes participation in safety meetings and maintaining safety training logs, safety files; audit records, meeting minutes; facilitates safety processes and standards, annual fire drills, and updates annual emergency action plans. Ensures required safety alerts and other mandatory postings are posted and available to all employees in the branches.
  • Manages the day-to-day administrative functions of the branch. Includes fostering a culture of compliance by ensuring that all Corporate, Regional, District and Branch processes are followed.
  • Trains and cross-trains all branch administrative employees so that all administrative functions are performed correctly, consistently and in a timely manner.
  • Works in human resources capacity by approving time and attendance for direct reports; assists operations managers with performance management process; informs regional human resources of employee changes. Ensures distribution of and adherence to Corporate and Regional Human Resources policies
  • Processes all new hire paperwork and submits to Regional Human Resources. Includes reviewing Company information with new hires; instructing them on Corporate Compliance training. Creates safety folder and new hire folder for union and non-union employees. Update required personnel and safety file items as needed, at minimum annually
  • Assists Branch Manager and Operations Managers in coordinating disciplinary employment actions and terminations with Regional Human Resources and Labor Relations. Coordinates notifications to all relevant internal parties when branch employee exits the Company
  • Facilitates communication between branch and district office and staff.
  • Supervises month-end branch accounting close to ensure that all data and information is reported correctly to Regional Accounting prior to the set deadlines. Participate in branch operational and sales meetings - takes minutes and tasks action items
  • Performs branch accounting tasks as needed. Assists District and Regional Shared Services with extra billings, accounts receivable, accounts payable, operations administration, payroll and other matters as requested
  • Participates in branch/region AR calls. Assists and manages action items for the branch and aides in collection disputes. Provides copies of invoices for branch sales or customers, as needed
  • Maintenance of facility with Branch Manager and Landlord
  • Oversees processes and assists with compiling data/information for legal for First Report of Incidents and/or lawsuits
  • Assists operations managers with overseeing branch vendors and subcontractors. Assist in onboarding new vendors and completing any and all paperwork.
  • Oversees and assists all lines of business with Accounts Payable, and works to assist in receiving invoices, ensuring proper PO distribution, and performing GL coding of invoices to ensure branch AP is current. Complete oversight and ownership of the branch on hold report functions.
EDUCATION & EXPERIENCE:
  • College degree in business administration; or two years of office management experience; or an equivalent combination of education and experience
  • Minimum 3 years experience working in a professional office environment in a similar industry preferred
  • Knowledge of federal, state and local laws involving equal employment opportunity, employee leave, anti-trust and conflict of interests
  • Intermediate to Advanced Working Knowledge of Microsoft Word, Excel and PowerPoint is required. Experience working in an ERP platform (Oracle, SAP, etc...) strongly preferred
  • Ability to understand and apply Company policies and ensure adherence to Company separation of duties and controls.

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