Office Manager (3729)

Remote/Hybrid: This position will initially be remote and will transition to an in-person role upon completion of the planned office expansion. 

Job Summary:

Manage, evaluate, and execute the daily administrative functions of the branch with specific attention to driving the branch's effort to invoice our clients for all activity, ensuring our ability to collect money successfully including specific collection efforts (A/R duties), appropriately pay our bills (A/P duties), manage the branch's personnel issues (H/R duties), and coordinate with the administrative personnel at the corporate level to create a seamless transition of information in a timely fashion.

Typical Duties and Responsibilities:

• Daily management of all internal paperwork required for the operation of the branch
• Ensure employee compliance with timely paperwork flow, facilitate EE compensation, proper inventory and asset management, invoicing, etc.
• Data entry as required, scanning and placing all relevant paperwork into the digital job folders, etc.
• Obtain credit applications on all new customers and submit to corporate for approval for credit extensions
• Ensure that all active projects have properly executed agreements
• Invoice our clients in accordance with executed agreements and for work performed, as well as for damages and missing equipment, etc., following the prescribed formats and free of error
• Manage the lien/bond process, including timely execution of written notices as required by the job type
• Enter vendor bills into the financial software package after verifying that the bill matches the purchase order and packing slip as provided by LOGISTICS, in accordance with written procedure
• Collect all credit card receipts, matching them to the statements, and entering into the financial software package
• Obtain all of the required personnel paperwork needed for employment, disciplinary actions, attendance, and termination, and ensuring that this paperwork is supplied to corporate H/R in the appropriate manner
• Assist with payroll processing and per diem reimbursement and ensure that all labor is assigned to the appropriate work order number
• Proper DOT maintenance by ensuring that all employees have the proper license to operate company vehicles, collect driver logs and daily inspections, annual inspections, six-month record keeping, and ultimately report to the Branch Manager any driver non-compliance
• Assist corporate in making insurance claims as needed by initiating all claim paperwork and submitting such paperwork to corporate

Essential Functions:

• Read, write, evaluate different types of documents
• Prepare documents, reports, and required filings in approved formats
• Manage multiple projects and resolve conflicting deadlines effectively
• Represent the “public face” of the company to visitors and guests
• Receive and process incoming phone calls to recipients
• Perform basic business functions using computers, telephones, copiers, calculators, business software, and accounting software

Qualifications:

• Associates degree in Accounting, Business Administration, or related field preferred
• Planning and organizational skills in handling multiple projects
• Proficient in MS Office and other required PC software applications

Specific Expectations:

• A professional demeanor
• Excellent written and verbal communication skills
• Planning and organizational skills in handling multiple projects
• The ability to work under pressure to meet deadlines
• Ability to work flexible schedule to meet job requirements

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.