Office Manager

Job Description

Job Description

Benefits/Perks

• Flexible Scheduling
• Competitive Compensation
• Careers Advancement

Job Summary

Supervises and/or performs secretarial, clerical and other office duties as required. Assignments are routine in nature and are carried out in accordance with general work instructions and established office practices, procedures and precedents. Individual is also responsible for assisting in the preparation of estimating projects, procurement of supplies and ongoing fiscal monitoring of a project.
In this role, you will coordinate all administrative duties and office procedures, ensuring the workplace operates smoothly and efficiently. Your responsibilities will include scheduling meetings, paying invoices, negotiating with vendors, and maintaining office equipment. The ideal candidate is highly organized with excellent verbal and written communication skills and the ability to implement systems and procedures.

1. Oversees or prepares payroll for the assigned pay groups. Obtains all legally required employee documents. Completes time sheets with data from field superintendent or timekeeper. Performs data entry and checks for accuracy. Produces and distributes payroll checks.

2. Reviews vendor invoices for accuracy and matches to the purchase order submitted for authorization of purchase. Corresponds or communicates with vendors when necessary to correct or modify invoices received. Codes vendor invoices with correct general ledger codes to ensure accurate management reports.

3. Produces complete and accurate invoices to customers for work performed. Obtains all required back-up to support customer invoices.

4. Organizes and files, or oversees the filing of, invoices, checks, payroll documents, employee roster, etc., to properly maintain an orderly and accurate filing system.

5. Oversees and/or maintains and updates safety training records. Compiler and submits accident reports, insurance forms and doctor’s reports. Registers employees for safety training classes and drug screens.

6. Assists managers, superintendents, and warehouse supervisor in procurement of materials, supplies and equipment.

7. Under general supervision calculates the cost and determines feasibility of project based on analysis of collected data; determines competitive pricing and availability of materials; estimates the labor and equipment required to install the materials.

8. Assists in preparing detailed customer project proposals to define scope of work, communicate price and to detail general terms of the price derived in the estimate.

9. Maintains assigned project contacts to assure customer satisfaction.

10.Tracks assigned projects using various analytical tools; if necessary, recommends corrective action plan to meet project milestones and acceptable profit margins.

11.Prepares outstanding accounts receivable, contracts customers to request payment status and resolves disputes and delinquencies.

Additional Duties:

1. Demonstrates effective teamwork and cooperation with all employees and customers of the Company.

2. Assists clerical staff in answering telephone calls or field radios and notifies appropriate personnel or records messages, when needed. Responds to general inquiries concerning area activities in accordance with established policies and procedures.

3. Complies and reviews annual physical inventory and various other documentation required to support the corporate financial audit.

4. Calculates cost plus billing rates; submits them to managers for review and sends to customers.

5. Prepares and submits contractor questionnaires.

6. Maintains and distributes petty cash.

Qualifications

• 2 years experience as an Office Manager or similar position preferred
• 5+ years Sage Accounting Software expierence
• High school diploma/GED required, some college preferred
• Understanding of office equipment, systems, and procedures
• Skilled in Microsoft Office, Excel, and Outlook
• Excellent time management skills and ability to prioritize multiple tasks
• Strong problem-solving skills and attention to detail
• Excellent verbal and written communication skills