IT OFFICE MANAGER

*Must have strong bookkeeping and Excel experience; Valid Driver's License required.

Job Summary:

The IT Office Manager (OM) is responsible for a myriad of tasks including all IT’s financial responsibilities, asset tracking and accountability, mobile accounts custodian, entering trouble tickets and keeping technicians on task.  This requires the OM to be able to function in Timberline and Timberscan and RealPage to process and pay all IT bills and invoices.  Keeping all accounts in good order to prevent any interruptions in services critical to normal business operations. The IT Office Manager must have strong bookkeeping skills. This includes ordering new or replacement systems or individual components based on Help Desk tickets. All new users and sites will have full details added to the database; all retiring users and obsolete sites will be purged from database monthly.  All software licenses will be recorded and accounted for in the same database.  Any software violations are to be reported immediately.  OM will be responsible for IT Service computer audits. OM will maintain corporate mobile/cell phone account and update any phone lists as needed.  

This position also requires the OM to answer the IT Helpdesk phone, add trouble tickets to the database, assign tickets, follow up on closed tickets, complete minor servicing tasks such as replacing toners, and other general office functions.  This position requires creativity, flexibility, strong interpersonal communication skills with the ability to communicate with all levels of staff.  This position reports to the Vice President of Information Technology.

OM is expected to have excellent attendance and communication skills, possess the ability to build lasting business relationships, and exhibit professionalism. 

Essential Job Duties and Responsibilities:

This is a description of the major responsibilities of this position.  These job duties are subject to change according to department requirements.  This is a summary and is not meant to include all activities that may be required to successfully perform in this job.

• Process and review all invoices for proper documentation, accurate coding and appropriate approval according to company policy and procedures.  All invoices require departmental approval
• All bookkeeping functions must be completed in a timely and accurate manner meeting all departmental deadlines
• Ensure all bills and invoices are received and data is processed accurately and in an expedient manner into the accounting computer systems
• Research and resolve problems associated with processing invoices
• Scan, prepare, distribute all documentation and reports promptly
• Correspond and collaborate with all vendors, staff and sites in a timely professional manner
• Process equipment orders.  Orders for equipment will require approval before the order is placed. Once placed the order is tracked and reported as required.  When received the order will be processed and distributed
• Inventory Control/Fixed Assets. Complete required asset control paperwork and maintain stocks of IT inventory
• Record all serial numbers and configurations in the Knack database
• Ensure standardization of equipment and configurations
• Maintaining all IT databases, accuracy is of utmost importance
• Assist with minor IT related tasks (toner replacement, password resets etc.)
• Checking Mail.  The Helpdesk email requires constant attention, tickets and office communications require prompt responses.  Voice mail also needs to be checked.  USPS will be checked and distributed as required
• Answer incoming calls and route to the appropriate location.  Primary function is to answer calls and provide prompt responses.  Tickets will be entered in “Fresh Service” and assigned to technicians. Phone will never be unattended.  OM is responsible for ensuring the phone is always monitored.
• Coordinates timely repair of PC computer equipment
• Assist PC and Network technicians in creating materials for end-users frequently asked questions
• Cell phone/mobile accounts administration
• Coordinate and monitors Help Desk queues for timely resumption of work order related issues
• Coordinate all affiliate bill processing, shipment processing and purchasing for the department
• Assist with Department’s Operating Budget and Capital Budget preparation
• Perform special assignments and assistance as needed in other areas of the department
• FedEx.  Primary focal point for FedEx shipments
• Maintains IT calendar
• Other tasks assigned by VP of IT to meet business requirements

Knowledge, Skills and Abilities (KSAs):

• Timberline/Timberscan and RealPage
• Bookkeeping
• Familiarity with Microsoft’s products, especially MS Excel and Copilot AI
• Basic knowledge of computers, networks, and servers
• Ability to positively engage with staff (managers, supervisors and employees of the organization)
• Skilled in interpersonal communications with all levels of staff
• Manage processes and problem-solving: strength in prioritizing, organizing and executing tasks
• Strong English and administrative writing skills
• Reporting and analyzing information skills
• Strong knowledge of Royal American policies and procedures (or ability to expeditious learn, understand and apply appropriately)
• Ability to stay on task with multiple competing priorities
• Ability to work independently as well as part of a team
• Organized, methodical, and accurate data entry
• Comprehend accuracy required to maintain databases
• Ability to work independently but within a team
• Self-starter requiring little supervision and able to identify workflow process and process improvements
• Operate office machinery
• Work under multiple time constraints and able to work in a fast paced, dynamic environment with change being a “constant”
• Supply Management / Inventory Control
• Distribute and/or file paperwork for sites
• Coordinate travel plans for VP of IT and team members as needed

Education and Experience:

• High School Diploma or equivalent
• Strong Booking knowledge
• Strong knowledge of MS Excel

Physical Demands:

• Travel for the purpose of conducting company business. Must have a valid driver’s license
• Must be able to lift 50lbs unassisted
• Must be able to work with a computer for a minimum of 7 hours daily either standing or sitting
• Must be able to read printed materials and computer screen with or without MS or other software accessibility functions
• Must be able to effectively communicate by e-mail, by phone, MS Teams chat or in person during the course of the workday    

Salary : $18 - $20