What are the responsibilities and job description for the Office Manager position at Environmental Designs?
Environmental Designs
Monarch Landscape Companies is a family of successful landscape brands in eight states across the United States. We are a values-based learning organization committed to being the best place to work as a landscape professional. At Monarch Landscape Companies, your achievements determine your rewards, your abilities define your success, and your professionalism leads to autonomy!
Monarch Landscape Companies is a family of successful landscape brands in eight states across the United States. We are a values-based learning organization committed to being the best place to work as a landscape professional. At Monarch Landscape Companies, your achievements determine your rewards, your abilities define your success, and your professionalism leads to autonomy!
JOB SUMMARY:
Responsible for the accurate and timely execution of administrative functions in support of Branch and/or Region operations. Create and maintain a positive, professional working environment that reflects the organization’s mission, vision and values.
MINIMUM QUALIFICATIONS:
Education
- High School diploma or equivalent.
- Bachelor’s degree in business or finance related study preferred.
Experience
- At least 5 years related work experience in a commercial services related industry.
- At least 2-4 years of experience managing office personnel.
License or Certification
- Valid Driver’s License
- Certified Public Notary License in state where employed preferred
Specialized Skills
- Strong internal and external customer service.
- Ability to demonstrate a positive professional demeanor and contribute to a culture of excellence.
- Effective oral and written communication.
- Proven track record of very high attention to detail and organization.
- Proven ability to work within time constraints with limited supervision.
- Ability to prioritize workload and change direction quickly depending on deadlines.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Ability to adjust to changing priorities and handle multiple tasks simultaneously, with attention to detail.
- Basic to intermediate math.
- Intermediate to advanced understanding of the Microsoft Office Suite and ERP systems
- Ability to read, write and comprehend English.
- Ability to read, write and comprehend Spanish, preferred.
- Regular, on-time attendance to established work location.
ESSENTIAL DUTIES
Office Administration
- Manage all office operations, workflow and procedures.
- Assists in recruiting, selecting, orienting and training office personnel.
- Conduct annual performance reviews of office staff.
- Ensure office supply inventory is maintained and ordering is within established budgets.
- Delegate and manage project-based work to office staff, follow-up, and report results to Controller/Branch Manager.
- Keep management informed by reviewing and analyzing special reports, compiling information and identifying trends.
- Ensure the effective management of cell phones and assist with other IT related requests/duties.
- Responsible for complying with and meeting all company driven deadlines.
- Maintain and protect sensitive company data by adhering to internal security controls.
Fiscal Responsibilities
- Assist Controller/Branch Manager with semi-monthly rollup and support of Branch financial forecasts.
- May assist Controller with month end reconciliations and journal entry preparation.
- May reconcile and post credit card and employee reimbursement codings to GL
- Oversee and manage timely and accurate processing of requisitions, purchase orders, and vendor invoice transactions.
- Oversee and manage timely and accurate processing of non-recurring accounts receivable invoicing.
- Oversee the accurate and timely completion of work order processing.
- Analyze reports and job data for discrepancies or issues and share findings with Controller/Branch Manager.
Contract Administration
- Responsible for the accurate and timely setup and/or removal of all maintenance accounts.
- Manage renewals and revisions of active maintenance contracts.
- When assigned, handle portal activity for key clients and chain accounts.
- Oversee the maintenance of subcontractor list for contract and insurance compliance.
- Ensure the accurate and timely creation of proposal quotations in computer-based
Human Resource Responsibilities
- Have a working knowledge of the company Employee Handbook and be able to answer general questions from employees.
- Oversee the accurate and timely daily entry of employee timecards.
- Assist in on-boarding, orientation and off-boarding of employees.
- Ensure the accurate and timely submission of employee status change and payroll variance data.
- Ensure the accurate and timely submission of incident reports into online system.
- Ensure effective communication to and from employees and Corporate functional groups.
- Responsible for creating contemporaneous, prompt, and thorough documentation of all coaching, conversations, counseling, and performance management discussions with employees.
- Assist with ad hoc HR functions (e.g. Open Enrollment, new policy rollouts, etc).
SECONDARY DUTIES
- Assist in organization of company functions and meetings including facility allocation and catering as needed.
- Provide general clerical duties, including typing, faxing, scanning, answering phones, greeting visitors and filing as needed.
- Other duties as assigned.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to think rationally, and maintain positivity and professionalism in a fast-paced, high-stress environment
- Constantly required to talk, hear, see, sit, stand and walk.
- Must be able to see at close vision, distant vision, peripherally, have depth perception and have the ability to adjust focus.
- Frequent use of hands to manipulate, handle or feel objects, tools or controls.
- Occasionally required to lift and/or move up to 25 pounds.
Work Conditions
The work environment characteristics described here 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 of this job.
- Constantly required to use computer-based systems.
- Frequently sits for long periods of time in an office environment.
TOTAL REWARDS
At Monarch, we strive to deliver a Total Rewards package that will attract, engage, and retain top talent. Elements of our Total Rewards package include competitive base pay and variable compensation opportunities.
Monarch also provides eligible employees with an array of additional benefits, including:
Monarch also provides eligible employees with an array of additional benefits, including:
- The opportunity to enroll in a variety of healthcare benefit programs, including medical, dental, and vision plan options; flexible spending accounts; retirement savings plans; term life/ad&d; and a number of supplemental insurances
- Company Provided Life/AD&D
- Employee Assistance Program
- 7 Paid Holidays
- 3 Days Paid Bereavement
- 5 Days Paid Jury Duty
- Employee Equity Program
- Sick Pay in accordance with applicable state or local ordinance
- On-Demand Pay Through A Partnership with DailyPay
- Referral Bonuses Programs
- Gym Membership and Mobile Carrier Discounts
- Education Assistance
- Best-in-Class Learning Management System
- Career Advancement Opportunities
The specific programs and options available to any given employee may vary depending on eligibility factors such as position, tenure, geographic location, and the applicability of collective bargaining agreements.
Please note that the salary information shown below is provided in compliance with state specific laws. Salaries are based upon candidate experience and qualifications, as well as market and business considerations, and therefore may be different in other locations or operating divisions.
Pay range: $65,000 - $85,000
This position will remain open until filled.
Environmental Designs is an EEO and E-Verify participating employer.
Environmental Designs is an On Demand Daily Pay employer.
Salary : $65,000 - $85,000
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