Office Manager Job Description

Job Title: Office Manager

Reporting to: Branch Manager

General Scope:

The Office Manager plays a vital role in ensuring the smooth operation of administrative functions within the organization. This position involves managing various tasks, including administrative duties, scheduling, coordination, and team support.

Key Responsibilities:

1. Administrative Support:

• Provide comprehensive administrative support to the team, including answering phones, responding to emails, and handling correspondence.
• Maintain organized office space and supplies.
• Assist with basic accounting tasks such as processing invoices, expense reports, and petty cash management.
• Assist with Human Resources tasks such as recruiting, scheduling interviews, job postings, new hire orientation and gathering all new hire paperwork.

2. Scheduling and Dispatching:

• Create and coordinate job schedules
• Dispatch tasks and assignments to team members, ensuring timely completion and proper allocation of resources.
• Order parts and materials for jobs as needed

3. Timecard Review and Attendance Management:

• Review and verify employee timecards for accuracy and completeness.
• Maintain records of employee attendance, absences, and leave requests.
• Assist with the implementation and enforcement of attendance policies and procedures.

4. Team Collaboration and Support:

• Act as a liaison between branches, facilitating communication and collaboration.
• Foster a positive and supportive team environment through effective communication and conflict resolution.
• Provide guidance to team members as needed, promoting productivity and cohesion.

5. Communication and Coordination:

• Serve as the primary point of contact for clients, providing excellent customer service.
• Facilitate effective communication within the office, disseminating information and announcements as needed.
• Coordinate logistics for office events, meetings, and conferences.

Qualifications and Skills:

• Proven experience in administrative roles, preferably with experience in operations coordination or similar responsibilities.
• Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to prioritize workload and adapt to changing circumstances in a fast-paced environment.
• Knowledge of basic accounting principles and financial management is desirable.
• Experience with scheduling software, timekeeping systems, and other relevant tools is an advantage.
• Ability to work independently and collaboratively as part of a team.

Education and Experience:

• Bachelors degree in business administration, management, or a related field a plus.
• Previous experience in administrative support roles, operations coordination, or similar positions is advantageous.
• Additional certifications or training in office administration, project management, or related areas may be beneficial.
• QuickBooks Online experience BIG plus

• Vision
• Medical
• Dental
• Retirement Savings
• Tuition Reimbursement
• Paid time off
• Holiday pay (6)
• Bonus program