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Office Manager

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Job Requirements: ? Positive/professional attitude, friendly personality, easy to get along with fellow team members ? Excellent attendance record, punctuality and availability/willingness to work overtime as needed ? High level of organization, attention to detail and multi-tasking ? Pass basic physical with negative drug screen (upon hiring and random samples) and clean background check ? 24/7 on-call phone, as needed ? Time management skills - stay focused on work tasks while on the clock, utilize break/lunch periods to do personal tasks ? Oversea and manage clerical staff ? Authorized to work in the United States Job Responsibilities:Proficient with Administrative Assistant job duties (see section below)Personable and professional business skills (phone etiquette, general knowledge of Microsoft Office Suite, accurate 45+ WPM)Effectively communicate (strong listening, verbal and written communication) with fellow team members, customers and vendorsMaintain customer confidence and protect operations by keeping sensitive information confidentialReview timecards and orders for weekly processing, review weekly safety, review monthly vehicle inspections,High level of organization and attention to detail. You will be relied upon to keep the working day in order. This includes scheduling, dispatching, customer service (phones and emails), sort/enter mail, data entry, review electronic work orders, prepare/generate invoices, make bank deposits, AR/AP, etc.Prepare, review, submit and follow-up on customer proposalsUpdate customer records and follow-up on past due invoices, PO # requests, short paid invoices, etc.Take ownership of projects and complete them in a timely mannerMaintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders for supplies and verifying receipt of ordersContributes to team efforts and accomplish resultsAble to stay abreast of current jobs/parts on order and communicate information towards the jobArchive paperwork for calendar yearFinancials - Assist accountant with banking reconciliation, provide budget projections, monitor P&L/update dashboards, job cost profitability, monthly sales tax reportingHR - Process weekly payroll, SIMPLE-IRA plan administration, new hire paperwork/orientation, new hire safety training/physical/drug/background test, benefits enrollment, employment verification, employee termination, ensure we have enough technicians to handle work load, payroll audit/worker's comp audit, worker's comp claimsCustomer Relations - Read/complete customer contracts, submit new customer paperwork and verify that paperwork is complete prior to commencing work, request certificates of insurance and submit prior to expiration, safety compliance, customer reports (inc. AQMD), complete and submit proposals, approve invoices sent from administrative assistant, compile information when sued or subpoenaedVendor Relations - Meet with vendor representatives, complete vendor credit applications, evaluate key item pricing to get "locked-in" at best cost possible, print/mail check paymentsEmployee Relations -schedule company events, set up company meetings & off-sites, ensure technician hours are billable, employee counseling and maintaining records, handle vacation requests and monitor vacation accrual hours, employee harmonyAnalyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.Misc - Read Convene emails and utilize tools to grow/streamline processes, acquire information for insurance renewals, help schedule and manage CEO and Service Manager's calendarsDirectly supervises full time and part time employees in the department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
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