Office Manager
2 weeks ago
Responsibilities:
• Oversee the scheduling of executive appointments, ensuring optimal time allocation.
• Provide administrative support for various project management tasks as directed.
• Maintain both electronic and physical filing systems for efficient access to documents.
• Prepare necessary reports and presentations for senior management.
• Coordinate and schedule company meetings and conference calls, ensuring all participants are well-informed and prepared.
• Welcome visitors to the corporate offices and prepare meeting rooms, including arranging food and beverage services as required.
• Take detailed meeting minutes, summarizing key discussions and action items, and create task lists for follow-up.
• Arrange comprehensive travel itineraries for senior management, including flights, accommodations, and transportation.
• Write clear, concise correspondence on behalf of the President, including emails, memos, and reports.
• Oversee the distribution of all incoming mail for the corporate office, prioritizing urgent items.
• Manage and monitor production facilities' utility accounts, ensuring timely payments and addressing any discrepancies.
• Facilitate company-wide communications, ensuring information is disseminated accurately and efficiently.
• Foster collaborative relationships between the President and other departments, serving as a liaison.
• Manage office supplies, ensuring the team is well-equipped.
• Handle Accounts Payable/Accounting, including verifying and appropriately coding vendor invoices and ensuring accurate payment.
• Run monthly financial reports as directed and maintain accounting records in the appropriate software or cloud folders.
• Handle accounts that are approaching 30 Days and up to 40 Days, running AR aging reports.• Proficiency in using Accounting Software Systems is required.
• Experience with ADP - Financial Services is essential.
• Familiarity with Concur is a must.
• Proficiency in CRM is necessary.
• Knowledge of Dentrix Dental Software is required.
• Experience with About Time software is necessary.
• Proficiency in Accounting Functions is needed.
• Experience in handling Accounts Payable (AP) is a must.
• Knowledge of managing Accounts Receivable (AR) is essential.
• Ability to handle Answering Inbound Calls is required.
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