Human Resources Office Manager

Job Overview

We are seeking a highly organized and proactive Office Manager to oversee daily operations and ensure the smooth functioning of our office environment. The ideal candidate will possess strong administrative and communication skills, with experience in office management, bookkeeping, and human resources. This role requires a versatile individual capable of managing multiple tasks.

SUMMARY STATEMENT: An Office/HR Manager is responsible for 1) keeping accurate records of banking transactions, 2) auditing remote stores daily paperwork, 3) accounts receivable and accounts payable, 4) compiling and producing financial statements, 5) creating and updating spreadsheets/flow charts and 6) conducting in store audits. All job duties etc. apply to various Cleek owned entities.

JOB DUTIES: All duties are performed in accordance with established policies and procedures of Cleek’s Incorporated. The President or Vice President will inform the employee of any changes governing policies and procedures. Management is available for consultation when new or unusual problems arise. The Office Manager will accomplish all assigned tasks but should focus on the following:

Accurate cash accounting.

• Daily update bank balances in Quickbooks.
• Summarize report for President.
• Check/verify bank deposits.
• Analyze cash flows and prepare cash flow projections for all locations.
• Summarizing cash receipts for stores.
• Bank reconciliations.

Accounts Payable

• Check and verify merchandise is received and match packing slips with invoices.
• Post to payable system with proper accounting codes.
• Pay bills in a timely manner.
• Track merchandise returns and related credits.

Operate the phone system of the corporate office.

• Answer corporate phones in a prompt and friendly manner.
• Direct incoming calls to the appropriate corporate office or store staff member.
• Ensure any phone messages are distributed to the correct staff member.

Create written company correspondence, includes; letters, memos, forms, email, etc.

• Create and distribute monthly newsletter; ensuring all gift cards have been ordered and are ready to be distributed by RM or President.
• Create effective and grammatically correct written correspondence as directed by supervisors.
• Organize and track memos distributed to company stores and employees.
• Develop and distribute forms to support store operations

Employee onboarding and terminations

• Ensuring all open positions are open and monitored regularly on hiring sites; reviewing for qualified applicants and scheduling interviews.
• Running background checks on prospective employees
• Setting new employees up in Paycor and Cynergi platforms
• Ensuring all new employee documents have been completed fully and accurately and employees can clock in/out.
• Ensuring all terminated employees are updated in Paycor and Cynergi platforms

Employee benefits

• Assisting new employees with benefit onboarding and enrolling in the appropriate health plans
• Assisting current employees with life events and/or other updates
• Enrolling eligible employees in our 401(k) plan, submitting bi-weekly payments
• Terminating employees from health and 401(k) as necessary
• Assisting with annual open enrollment period and updating policies as necessary

Bi-weekly payroll processing

• Verifying employee time cards for accuracy
• Ensuring all deductions, garnishments, and bonuses are properly applied

Legal referrals

• Typing, scanning and mailing bi-weekly past due Home Office letters
• Organizing and scanning files for attorney
• Other attorney correspondence, as necessary

Other Office Duties

• Order supplies
• Filing and managing new and current employee files
• Assist stores with Cynergi System
• Prepare spreadsheets, flow charts, documents, etc.
• Process returned checks and credit card disputes
• Assist with on-site audits of stores
• Maintaining vehicle registrations, ensuring insurance and driver list is up to date

Safeguard all confidential information of the company. This includes the Employer’s techniques, proprietary information, trade secrets, systems, procedures, manuals, confidential reports and the identity of customers, suppliers, and other business associates (which are deemed for all purposes confidential and proprietary). By signing this job description, the employee promises to comply with all safeguarding requirements.

JOB REQUIREMENTS:

• Proven experience as an Office Manager, Front office manager or Administrative Assistant
• Knowledge of office administrator responsibilities, systems, and procedures
• Proficient in QuickBooks, Accounts Payable and Receivable
• Proficiency in MS Office (MS excel, Word, and Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paces environment
• Minimum High School Degree; some college preferred, and minimum 21 years old.