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Office Administrator

1 month ago

Houston, Texas, United States HOATalent Full time
Job Summary:
HOATalent is seeking a highly organized and proactive Office Manager to oversee and manage the administrative operations. The ideal candidate will be responsible for ensuring the smooth functioning of office operations, managing HR processes, handling IT-related tasks, and facilitating banking and accounting activities. This role requires excellent organizational skills, the ability to multitask, and strong interpersonal skills to support various departments within the company.

Responsibilities:

Office Management:
• Order office supplies and manage inventory.
• Maintain and manage postage and folding machines.
• Facilitate and maintain banking relationships and administrative tasks.
• Accounts Receivable (AR): Generate chargeback billing, ramp reimbursement billing, onsite payroll billing, and post management fees (monthly).
• Accounts Payable (AP): Process payments for corporate payables and handle deposits for in-house income.
• Process Stripe reimbursements.
• Manage Ramp, including issuing new cards and approving spending.
• Oversee maintenance of company vehicles.
• Schedule and facilitate company events, including vendor meetings and Board education sessions.
• Organize employee education programs in collaboration with CAI.

Human Resources (HR):
• Process new hires and terminations using a standardized checklist.
• Manage payroll and PTO, processed every other Tuesday.
• Administer employee benefits and work with the insurance broker to choose renewal policies annually.
• Assist employees with one-off claim filings.

Information Technology (IT):
• Manage Outlook and Office 365 tasks such as adding people to distribution lists, resetting passwords, and creating accounts.
• Oversee CINC operations, including creating and disabling users, approving manager app access, updating invoicing per HOA, creating CCR setups for new communities, and assisting with bank transfers.
• Handle urgent IT situations involving Active Directory, copier maintenance, PC setup, firewall issues, and Go Daddy.
• Manage InOutBoard and RingCentral, including setting up and removing users and editing setups as necessary.

Qualifications:
• Proven experience as an Office Manager or in a similar administrative role.
• Strong knowledge of office management responsibilities, systems, and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular).
• Hands-on experience with office machines (e.g., postage and folding machines).
• Familiarity with HR procedures and payroll processes.
• Basic IT skills, particularly in managing user accounts and handling minor technical issues.
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with an ability to suggest improvements.

Education:
A degree in Business Administration, Management, or a related field is preferred.