Office Manager
6 days ago
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
- 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
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