Office Manager


 

Reports to: COO

FLSA Exemption: Non-exempt

Department: Administration

Summary:

Position will provide solid administrative and organizational support for the corporate office, this includes supporting the executive management team. Maintaining confidentiality regarding financial and personnel matters and business strategy is required. Ability to exercise good judgement and ability to multi-task and follow through on projects is also required. 

Duties and Responsibilities:

  1. Composes, prepares and proofreads correspondence, office memos, e-mails and reports. Prepares confidential and sensitive documents.

  2. Records minutes/notes for management and operational meetings. Follows-up with management staff to ensure that action items from the meetings are completed.

  3. Coordinates internal and/or external meetings, including conference calls. This may require copying documents, assembling packages, making reservations, ordering /setting up meals, sending invitations and setting up equipment.

  4. Maintains/updates office procedures.

  5. Interacts routinely with managers and colleagues on behalf of management.

  6. Creates and maintains accounting (vendor/payroll), contracts, and employment files in an organized manner to include updating information, purging files on a regular basis and creating new filing systems as needed. Maintains hard copy and establish electronic filing system.

  7. Provides administrative support for special projects to include: research, fact-checking, compiling data, special mailings, preparing general correspondence, agendas, and supporting documents. Creates and implements forms for use within office by applying knowledge of software applications, and updates as needed.

  8. Coordinate travel arrangements for staff, prepares itineraries, including hotel and transportation accommodations.

  9. Assists Human Resources Manager with scheduling phone screens and interviews.

  10. Assists the Human Resources Manager with verifying reference checks and employment status; preparing offer, termination and COBRA letters; and onboarding new employees.

  11. Assists the HR manager with employee reconciliations (i.e. census) and maintains and updates employee payroll changes (salary/rate, benefits, etc.).

  12. Assists HR manager with payroll processing and submission.

  13. Works with IT vendors to perform system maintenance and resolve issues.

  14. Prepares weekly spend reports in comparison to budget and submits to management. Including detailed tracking of expense allocations to departments. Works closely with department heads to ensure allocations of expense is appropriate.

  15. Assists the sales team and accounting/finance team with tracking of sales data (by customer, by sales rep, etc.)

  16. Assists the accounting/finance team with reconciling sales orders to shipping documents on a weekly basis and submits report.

  17. Assists the accounting/finance team with cash applying cash receipts to customer receivables. Also assists sales team with accounts receivable and customer follow ups.

  18. Assist the accounting and finance team with special projects and ad hoc reporting.

  19. Operates and maintains office equipment and systems to include:

  • Poly-com Hardware and Software, including PBX System

  • Google Gmail Accounts

  • Desktop, Laptop and Table

  • Photocopy, Scanner and Fax machines

  • Router(s)

  • iPhone and iPad

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School Diploma or Equivalent. Associates degree preferred. Minimum five to seven years of prior administrative assistant or office management experience. Human resources and book keeping experience is a plus.  

Language Ability:

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write correspondence and articles for publication that conform to prescribed style and format.

Math Ability:

Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability: 

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Other Required Skills Knowledge and Abilities:

Organizational Skills

Ability to Multi-Task

Interpersonal Skills

Written, Oral and Communication Skills 

Professional Demeanor and Appearance

Keen Attention to Details

Time Management 

Proficiency in Microsoft Word, Excel and Other Office Applications

Keyboard Skills (typing at least 40 wpm)

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.  

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities required by this job include close vision. While performing the duties of this job, the employee is regularly required to sit; use hands; reach with hands and arms and talk or hear.  The employee is occasionally required to stand and walk.