Office Manager

Position Summary

The Office Manager is responsible for providing professional-level administrative support to the division by coordinating office activities and functions and collaborating with division leaders and staff to ensure operational and compliance requirements are completed and maintained.

Key Responsibilities

• Coordinates the accounts payable, accounts receivable, and customer billing functions for the division by processing customer purchase orders and vouchers in accordance with division policies and procedures.
• Provides guidance, direction, and training to a variety of division staff, through onboarding, day-to-day guidance, development of training materials, and maintenance of policies to ensure adequate completion of work requirements.
• Maintains accurate pricing and documentation to ensure appropriate invoicing of customers.
• Aids the Human Resources and Payroll and Benefits teams by guiding new hires through the onboarding and benefits enrollment process and ensuring other necessary information is collected and loaded into internal employee systems in a timely manner.
• Contributes to the training and development of staff on company systems, the preparation of annual budgets, and the maintenance of circulated close calendars, financial compliance, and auditing policies and procedures to ensure information is available and in order.
• Maintains safety records, procedures, and employee personnel records to ensure data is organized and up to date.
• Engages with customers to gain a clear understanding of issues presented and manages the communication process with customers ensuring clear, concise information is provided addressing all questions or concerns.
• Responds efficiently and precisely to customer correspondence, including calls and emails, to ensure Casella customers feel supported and valued.
• Performs inventory management and utilization review for all office equipment, systems hardware and software, and office supplies and replenishes as needed to ensure a ready supply.
• Participates in training and other learning opportunities to expand knowledge of the company, products, sales, and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.

Career Path Definitions & Distinctions:

Entry Level Business Service Position: Has 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella’s business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take calls from customers, and direct visitors only asking for assistance when needed.

Level II Business Service Position: Has years 2-4 of progressively complex experience in the administrative support field. Has a solid understanding of Casella’s business products and services and the waste industry. Prepares reports, completes data entry, receives, and responds to customer correspondence, and schedules meetings for onsite managers.

Sr. Level Business Service Position: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by, coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed, support and update databases, run queries, develop database reports, and coordinate mailings. Demonstrates an ability to mentor and train other administrative staff. Has started to build strong relationships with home office and divisional employees at various levels within the organization.

Office Manager Business Services: 6 years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management and has built strong relationships with home office and divisional employees at various levels within the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new hire onboarding paperwork, benefits enrollment, and answer questions pertaining to their employment. Takes on additional responsibilities and asks for additional projects, reviews daily work order reports of others, handles escalations and knows who and when will need to know of the issues, supervises the team when needed. Is extremely reliable and accurate.

Education, Experience & Qualifications

The successful candidate will have a High School Diploma or equivalent, 6 years of progressive experience in administrative and office management, and a demonstrated ability to work as part of a team in a collaborative environment. 

Outstanding relationship management, listening, communication and problem solving skills are required. Demonstrated proficiency with MS Office and other related platforms, exceptional organizational skills, and an ability to teach and train others is expected.

Although not required, an Associate's or Bachelor's degree in business management or other related field and an understanding of SOX and accounting policies and procedures is preferred. 

Attributes

Organized, team-oriented individual who is a self-starter that can understand and synthesize information from any number of sources for others to consume and is curious and driven toward continuous learning and process improvement.

Benefits

Medical, Dental, Vision, Life & Disability Insurance, Maternity & Parental Leave, Flexible Spending Accounts, Discounted Stock Program, 401K, Employee Awards, Employee Assistance Plan, Wellness Incentive, Tuition Assistance, Career Pathways, and More.