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Administrative Operations Manager
2 months ago
Position Summary:
The Administrative Operations Manager oversees daily office functions to ensure optimal performance outcomes. This role involves developing and executing an office strategy and budget while supervising essential accounting tasks such as accounts receivable and bank deposits.
Key Responsibilities:
- Formulates and enforces office procedures and policies related to data management, filing systems, record keeping, and communication.
- Ensures the upkeep of office equipment and supplies, maintaining a fully staffed and trained team dedicated to collective success.
- Acts as the primary bookkeeper in smaller operational settings.
Essential Competencies:
Recruitment:
- Collaborates with the Human Resources Director to effectively recruit administrative personnel.
Supervision:
- Monitors the quality of work performed by the administrative team.
- Provides necessary guidance and training.
- Implements appropriate disciplinary measures when necessary.
- Ensures adherence to company policies and procedures.
Leadership:
- Earns respect from both employees and clients.
- Demonstrates sound judgment in various situations.
- Sets a standard that motivates employees to excel.
- Prioritizes ethical considerations above personal or organizational gain.
- Makes difficult decisions that align with ethical practices.
Coaching:
- Conducts regular performance evaluations.
- Focuses team efforts on achieving established objectives.
- Recognizes and rewards performance improvements.
Office Management:
- Oversees the maintenance of office equipment.
- Ensures proper utilization of office materials.
Reception Duties:
- Acts as a backup for incoming calls.
- Records messages and directs calls to the appropriate personnel.
Record Keeping:
- Maintains customer account records and files.
- Processes personnel documentation and maintains accurate records.
Financial Management:
- Records payments received and services rendered.
- Manages customer payments and oversees bank deposit preparation.
- Handles billing statements and payroll time card approvals.
- Processes purchase requisitions and payment invoices.
Collections:
- Communicates with clients regarding overdue accounts.
Administrative Support:
- Prepares correspondence and various operational reports.
Sales Assistance:
- Collaborates effectively with the sales team to support sales initiatives.
Additional Duties:
- Performs other related tasks as assigned.
Performance Expectations:
- Ensures phone calls are answered promptly.
- Accurately records customer information.
- Schedules services efficiently to meet customer needs.
- Keeps physical records organized and complete.
- Maintains a high rate of accounts receivable within 30 days.
- Posts customer payments daily and prepares bank deposits.
- Records accounts payable accurately.
- Adheres to budgetary constraints.
- Maintains a high employee retention rate.
- Fills open positions promptly.
- Utilizes the IPM System effectively.
Qualifications:
Basic Requirements:
- Proficient in reading, writing, and speaking English.
- Minimum age of 18 years.
- Legally authorized to work in the U.S.
- High school diploma or equivalent.
- Reliable transportation.
- Availability to work as required.
- Free from illegal drug use.
Preferred Qualifications:
- Associate degree.
- Two years of experience in an administrative leadership role.
Preferred Certifications:
- Microsoft Certified Professional (MCP) or similar certification.
Knowledge and Skills:
- Strong communication skills and basic mathematics.
- Familiarity with communication technologies.
- Ability to organize and prioritize tasks.
- Proficient in common business software.
- Experience in recruiting and managing administrative staff.
- Understanding of administrative budgets and expenses.
Physical Requirements:
- Ability to sit, stand, walk, hear, touch, talk, write, type, and lift up to 20 pounds.
