Office Manager

6 days ago


Torrance, United States Alpinestars USA Inc Full time

Responsible for the oversight and support of all administrative duties at HQ and R&D to ensure that the facilities are fully operational with all utilities functioning properly.


Key areas of responsibility include:
  • Oversee maintenance team and security of buildings and grounds
  • Schedule and supervise maintenance repair work and assist with checking installation and servicing building equipment
  • Maintain records of keys/fobs
  • Maintain ongoing communication and contracts with outside services
  • Everyday business needs (i.e. Janitorial, Security, Utilities, Water coolers)
  • Look into rug cleaning services (Cintas, ?)
  • Oversee intercompany and outside pickups/deliveries daily
  • Organize and manage the daily schedule and execution of intercompany deliveries
  • Manage requests for pickups and deliveries on an as-needed basis
  • Oversee opening/closing responsibilities at HQ
  • Act as point person for communications about help needed when the scheduled person to close or open is out of office
  • Oversee receptionist responsibilities, provide training and support
  • Provide support and oversight to receptionist for responsibilities
  • Mail and package distribution
  • Manage office supplies inventory and place orders as necessary
  • Manage cleaning supplies inventory and place orders as necessary
  • Manage breakroom and coffee supplies and place orders as necessary
  • Plan and execute company celebrations (anniversaries/birthdays, etc.)
  • Ensure front desk coverage and schedule backup coverage as needed
  • Oversee vehicle records
  • Repairs and maintenance (maintain log of all repairs done) & cleaning
  • Insurance (claims, adding and removing employees)
  • DMV/other regulatory obligations
  • Oversee telephone records
  • Company cell phones/hot spots
  • Monitoring to ensure correct coverage (usage, international travel, etc.)
  • Internal telephone extension records
  • Managing accounts payable
  • Responsible for processing and printing weekly payment runs, ensuring all invoices are approved and coded properly
  • Entering and matching invoices to purchase orders, packing slips, receipts, and resolving any discrepancies
  • Review employee expense reports for appropriate documentation, proper coding, and approval
  • Oversee and reconcile corporate credit cards in Concur
  • Respond to all payment and general AP inquiries to ensure they have been resolved accurately and timely
  • Reconciling vendor statements, researching, and correcting discrepancies
  • Develop and implement new procedures and features to enhance the accounts payable workflow
  • Month-end and year-end reports (1099 Reporting)
  • Ensure proper internal controls over accounts payable are in place, improve as needed
  • Occasional receptionist duties
  • Develop office policies and procedures with the Controller, and ensure they are implemented appropriately while also identifying opportunities for process and office management improvements.
  • Design and implementation with an emphasis on creating efficiencies and streamlining procedures
Qualifications:
  • 2-4 years of proven experience as an office manager or similar role
  • 1-2 years of experience with AP, accounts payable
  • Bachelor's degree preferred, but not required
  • Strong organizational and time management skills
  • Excellent communication and interpersonal skills
  • HP/Mac savvy
  • Proficiency in Microsoft Office Suite including Excel and other relevant software
  • Detail-oriented and ability to multitask effectively
  • Problem-solving and decision-making abilities
  • Leadership and supervisory skills
  • Knowledge of administrative procedures and compliance regulations
$80,000 - $90,000 a yearFull benefits package, PTO, 401k and employee discount. #J-18808-Ljbffr

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