Office Manager

2 weeks ago

Gypsum, Kansas, United States Rocky Mountain Custom Landscapes, Inc. Full time
Job Summary

The Office Manager will play a pivotal role in supporting daily operations and ensuring smooth functioning across various administrative and HR functions.

Key Responsibilities
  • Address billing discrepancies and payment options for clients.
  • Manage business licenses and vendor compliance requirements.
  • Assist with Eagle Construction Time and Materials billing as needed.
  • Serve as the main point of contact for Information Technology issues; ensure timely resolution of technical problems.
  • Maintain and manage the Vonage system, including voicemail and call forwarding requests.
  • Maintain and update the vehicle/equipment repair list on a weekly basis.
  • Attend repair meetings and manage vehicle and equipment inventory.
  • Oversee company cell phone management, including tracking usage, ordering new phones, and maintaining records.
  • Facilitate payments for employees using personal phones for work and manage seasonal phone distribution.
  • Order uniforms and manage inventory for office, kitchen, and bathroom supplies.
  • Organize and coordinate company events, including employee picnics, holiday parties, and orientations.
  • Post updates to social media platforms.
  • Return main office voicemails and handle other communication needs.
  • Assist with credit card management, including ordering new cards, managing limits, and approving transactions.
  • Rent out company properties during winter and manage related payments and tenants.
  • Audit unallocated reports and process credit applications as needed.
HR Responsibilities
  • Serve as the point person for company Standard Operating Procedures; create and update Standard Operating Procedures as needed.
  • Set up new employees with necessary equipment (phone, laptop, email, uniforms).
  • Onboard new hires into various systems (Landscaping Management Network, AirTable, Workday, etc.).
  • Complete necessary documents for the H2B Visa program and manage travel reimbursements and housing needs.
  • Review applications with regional presidents and handle necessary visa-related paperwork.
  • Review timesheets, process payroll bi-weekly, and act as a final check for payroll accuracy.
  • Maintain and update the employee database and manage onboarding processes.
  • Post job openings, screen resumes, and assist with the hiring process.
  • Manage auto-related tasks, including Motor Vehicle Record checks and vehicle documentation.
  • Process Certificate of Insurance requests and ensure vendor credentialing.
  • Monitor and manage permanent residency applications for sponsored employees.
  • Assist with health insurance during open enrollment and address related questions.
  • Process reimbursement requests and manage unemployment claims.
  • Train new employees on Landscaping Management Network and other relevant systems.
  • Track and pay out commissions and referral bonuses.
Requirements
  • Associate's or Bachelor's degree in Business Administration, Human Resources, or a related field preferred; or 3-5 years of proven relevant experience in a similar administrative or HR role, preferably within the same industry.
  • Experience with billing, vendor compliance, and office management.
  • Familiarity with standard HR practices, onboarding processes, and employee database management.
  • Strong organizational and multitasking abilities.
  • Excellent problem-solving skills and attention to detail.
  • Proficiency with office software (e.g., Microsoft Office Suite) and HR systems (e.g., Workday, Landscaping Management Network).
  • Ability to handle sensitive information with confidentiality.
  • Strong communication skills, both verbal and written.
Benefits
  • 401(k) plan with company match.
  • Health insurance options.
  • Dental insurance.
  • Vision insurance.
  • Flexible Spending Account (FSA).
  • Long-Term Disability and Life Insurance.
  • Paid Time Off.

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