What are the responsibilities and job description for the Office Manager position at Quanta US?
OFFICE MANAGER JOB DESCRIPTION
Position Summary
The Office Manager is responsible for ensuring the efficient day-to-day operation of the office while providing administrative and accounting support to the Finance team. This position serves as a key point of contact for employees, vendors, customers, and visitors and coordinates office administration, travel and expense reporting, accounts payable processes, vendor relations, consumer services, and general business support activities.
Reporting Relationship
Reports to the CEO.
Office Administration & Facilities Management
• Manage daily office operations.
• Welcome visitors and guests.
• Answer and direct incoming calls.
• Maintain office supplies inventory.
• Coordinate mail, courier and shipping activities.
• Manage relationships with building management and vendors.
• Support office safety requirements.
• Maintain files and office records.
• Assist with special projects and office improvements.
Accounting & Accounts Payable Support
Supporting Accounts Payable on:
• Review and verify vendor invoices.
• Create purchase orders in SAP.
• Process goods receipts (MIGO).
• Upload invoices and maintain documentation..
• Reconcile vendor statements and credit card statements.
• Month-end close.
• Assist with fixed assets and 1099 reporting.
Travel & Expense Administration
• Review, audit and process employee travel and expense reports. • Verify compliance with company policy.
• Review receipts and supporting documents.
• Investigate discrepancies and exceptions.
• Coordinate approvals and reimbursements.
• Assist employees with T&E procedures.
HR & Employee Administrative Support
• Maintain attendance records.
• Assist with employee administrative requests.
• Maintain HR-related documentation.
• Update logs and reports.
Consumer & Customer Service Support
• Respond to consumer inquiries and complaints.
• Coordinate sample shipments.
• Maintain records and follow-up activities.
Qualifications
• 3 years of office administration and accounting support experience. • Experience with SAP or similar ERP system.
• Strong Excel and Microsoft Office skills.
• Excellent organizational and communication skills. • High attention to detail and confidentiality.
Our primary focus is on North American and Italian clients and we provide a complete suite of HR solutions, including Executive & Management Search, HR Consulting, and Flexible Staffing.
We are a team of people with international backgrounds, different expertise and seniority. We were brought together by our common passion in the key element that makes any organization possible: the human element.
We are passionate about what we do and enjoy and have fun doing it. Our approach is very personable and we obsess over one constant: uncompromising quality.
Salary : $26