OFFICE MANAGER JOB DESCRIPTION

Position Overview:

The Office Manager position is an integral part of the Coyote Moon team. This position ensures staff receives the administrative and personnel support needed to be successful. The Office Manager provides excellent customer service, coordinates with vendors and the Store Owner on accounts payable and receivable, performs Human Resources, reporting, and payroll duties, and works with the Store Owner, Receiving Manager, and E-Commerce & Marketing Manager to ensure the overall success of Coyote Moon in its general operations.

Job Responsibilities:

Accounting

1. Quickbooks

• Creating spreadsheets and entries to QB for sales reports
• Accounts receivables and payables weekly
• Account contact updates

2. Reconcile Bank & Credit Card Statements

3. Payroll Processing

• Review weekly hours
• Create reports for QB
• Submit reports to Payroll Processor
• Transfer funds in a timely manner
• Assure accurate pay rates
• Track all time off and PTO accurately

4. Monthly Reports

• Sales reports
• SIMPLE IRA
• Review credit card processor statements
• Reconcile paid-out receipts

5. Maintenance

• Schedule all services/maintenance as needed for the building

6. Human Resources

• Maintain and update employee folders
• Equipment maintenance
• Keep updated forms and material for employee use and training
• Ensure completion of new hire packets
• Maintain and update employee manuals
• Maintain records of meetings and attendance
• Conduct employee corrective actions
• Interact with HR agencies when necessary

7. General Responsibilities

• Order office/store supplies as needed
• Equipment maintenance
• Maintain files/catalogs to remain current
• Organize and update all forms
• Update and maintain reports to the city/state as required
• Keep updated contacts for vendors/reps
• Maintain printed materials (business cards, labels, bags, etc.)
• Answer phone in a timely and upbeat manner
• Update call list for accurate conveyance
• Communicate effectively with owner, staff, customers, and vendors
• Work in a proactive manner to anticipate needs
• Other duties as assigned

Work Hours & Benefits

This position is for 32-35 hours per week with occasional weekends as needed. Employees of Coyote Moon enjoy the benefits of Paid Time Off, Simple IRA, bonuses, holiday dinner, and a generous employee discount.

Work Environment

Work is generally performed in an office setting. However, work may also occur in a warehouse/inventory setting or boutique setting as needed. This position regularly interfaces with the public and customers by phone or in person and is expected to maintain a professional appearance. Noise level ranges from quiet to moderate.

Required Qualifications / Skills:

• Excellent communication, organization, and time management skills
• Excellent customer service and telephone etiquette
• Ability to create and analyze reports
• Ability to perform excellently both independently and in a team setting
• Ability to meet deadlines and prioritize competing priorities with minimum errors
• Supply management
• Tracking budget expenses
• Managing processes
• Supervision
• Database management is preferred or ability to learn
• Computer skills are required
• Retail background is highly desired
• Ability to work under stress and deadlines
• Flexibility is required

Required Education/Work Experience:

• High school diploma, GED, or equivalent
• Associate’s or Bachelor’s degree preferred
• 3 years experience in an office setting
• Proficient with Microsoft Office, QuickBooks, and working with databases

Physical Requirements:

• Ability to lift up to 35 lbs. occasionally
• Ability to walk up/down several flights of stairs daily
• Ability to stand or sit for prolonged periods

To apply, please submit a cover letter, resume and completed job application online at https://coyotemoonmaine.com/pages/jobs. Contact marketing@coyotemoonmaine.com with any questions.

Job Type: Full-time

Benefits:

• Employee discount
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: In person