OFFICE MANAGER

JOB SUMMARY

Responsible for successfully managing a branch office’s administrative and financial processes, which also include union employee human resources administration and payroll. This position exercises discretion and independent judgement with respect to matters of significance.

ESSENTIAL DUTIES

Office Management

• Manage the day-to-day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed.
• Manage service dispatching and the creation of callback and preventative maintenance tickets.
• Maintain records of company vehicles and drivers, auto claim reports, fuel cards, and toll passes.
• Follow the corporate process for injury and liability claims reporting and yearly OSHA reports. Maintain claim files, compile data regarding claims, and work with Corporate Safety department.
• Manage general office duties to include ordering of office supplies, business cards, mobile phones, service uniforms, and office badges (if applicable).
• Manage branch filing systems including electronic files.
• Maintain contact with customers, outside vendors and corporate headquarters. 
• Create and issue purchase orders
• Conduct research, compile and generate reports. 

Finance

• Manage the service accounts receivable processes, which include maintenance, repair and billable invoicing; credit memos; and credit card payment vouchers. Provide statements for customers, manage unapplied cash/credits, and work with corporate finance to resolve AR issues.
• Maintain customer billing info in system including invoice settings, contacts, purchase/work orders, billing rates and discounts.
• Manage monthly construction accounts receivable processes, which include generation of AIA payment applications, schedule of values and waivers; entering billings into Fujitec system and customer portals, if applicable; and maintaining accounts receivable ledgers.
• Manage accounts payable process including maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department.

Human Resources and Payroll

• Administer union new hire onboarding HR forms, safety information, and company policy. Act as company representative for I-9; coordinate drug testing; set up and train employees on safety app, expense app, phone, and email.
• Accurately set up and maintain union employee information in Fujitec system and HRIS. Enter and maintain deductions, pay increases, union benefit information, and terminations.
• Ensure proper entry and processing of weekly union payroll in Fujitec system and transmittal in ADP.
• Manage and record PTO hours taken and ensure proper bi-annual and termination payouts.
• Approve time and attendance for direct reports and ensure adherence to Human Resources policies.

This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties.

DIRECT REPORTS

0 - None

JOB QUALIFICATIONS AND REQUIREMENTS

• Education: High School Diploma
• Experience: Minimum 3 years in finance and/or office management

SKILLS/CORE COMPETENCIES

• Technical Professional Knowledge
• Teamwork and Cooperation
• Communication
• Attention to Detail
• Decision Making (Problem Solving)
• Planning and Organizing

WORK ENVIRONMENT AND EXPECTATIONS

• Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.

• Requires a consistent physical presence at the branch office to oversee shared services functions and employees, normally achieved by working standard business hours. Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager.

The work environments 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.

PHYSICAL REQUIREMENTS

• Prolonged periods of standing and walking.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

Equal Opportunity Employer Minorities/Women/Veterans/Disabled