Office Manager

CCOI Gate is looking for an Office Manager to join our team! The Office Manager is responsible for managing the day-to-day office functions of CCOI operations, including Accounting, HR, and Payroll. The Office Manager is also responsible for the management of customer accounts for CCOI. They must provide pleasant, professional, and expedient communication with customers and corporate representatives. The Office Manager will work as a tight-knit team with management, contractors, and retailers to meet the company’s goals of servicing gates and installing gate products. The ideal candidate for this position must be self-motivated and able to meet and exceed stipulated service, sales, and retention goals. The highest level of integrity is vital in this position. This position reports directly to the President.

Essential Job Functions:

• Manage incoming calls. Provide professional and helpful customer service.
• Research and answer vendor inquiries
• Maintain office environment, supplies, equipment & IT systems. Maintain inventory of supplies.
• Run errands as needed (bank, post office, etc.)
• Ensure customer and vendor file integrity (documents, communication notations, etc.)
• Help build company image by positively collaborating with customers, community, and employees
• Oversee and ensure high safety standards at all times
• Ensure the office and equipment are maintained to achieve production requirements and provide a safe and clean work environment.
• Reviews and evaluates work to ensure quality, timeliness, and ensures quality control in adherence to policies and procedures.
• Complete monthly, quarterly, and yearly reports to city, county, state, etc. as needed
• Other tasks as assigned by management

Accounting Functions:

• Monthly customer billing and ensuring accuracy and integrity of billing system data entry using the POS system and QuickBooks
• Oversee AR and AP processing and ensure accuracy
• Manage insurance policies and claims
• Manage inventory and ensure that the monthly inventory is conducted
• Manage business licensing and permits for all territory service locations
• Responsible for reporting Sales Tax Liability to the CDTFA and processing payments
• Reconcile all banking and credit card statements on a monthly basis
• Oversee proper posting of customer payments
• Ensure proper approval of all expenditures
• Timely invoice entry with proper coding
• Maintain/set up vendor accounts.
• Reconciliation of vendor statements
• Maintain an organized filing system.
• 1099 vendor setup.
• Research and answer vendor inquiries.

Human Resources Functions:

• Responsible for managing all human resources and payroll functions for a fast-paced company
• Accurate creation and filing of HR/Payroll documents in employee personnel folders
• Update internal job postings
• Manage all time clock processes and reporting
• Process employee payroll termination paperwork and final checks in a timely manner
• Track current status of employee work certifications, training, etc.
• Assist with enforcing Company policies and procedures related to compensation, performance, and all HR-related laws and regulations, and strive to maintain consistency throughout the organization.
• Keep abreast of emerging payroll, federal, and state law changes, and innovations through formal or informal study, reading business and professional publications, networking, and participation in professional organizations.
• Strive to create the best possible work environment for all employees by offering assistance for work-related issues and complaints, as well as designing policies, procedures, and benefit programs consistent with employee - as well as company - needs.
• Assist with coordinating organizational development/training – management/supervisory development as needed.
• Place office supply orders as needed
• Manage Time in Attendance records for non-exempt employees
• Manage prevailing wage requirements for accounts and payroll, and ensure that compliance filings are done in a timely manner
• Assist with overseeing the personnel needs of the company, including recruiting, selecting, orienting, training, coaching, counseling, evaluating employee performance, and disciplining employees
• Maintain confidential company personnel files as needed
• Maintain any Driver Qualification Files and maintain DMV Records
• Perform all additional tasks and projects as required

Required Education, Knowledge, Skills, and Competences:

• A minimum of five years of experience in office management and customer service
• Advanced experience with customer billing, accounts receivable, and accounts payable
• Intermediate skills in QuickBooks
• Knowledge of Retail Sales Tax filing and prepayments.
• Extensive knowledge of state and federal employment law.
• Excellent communication and interpersonal skills are required. Excellent organizational skills with the ability to prioritize workload and multiple projects to meet deadlines.
• Strong computer skills with knowledge of Excel, Word, and web-based applications, along with the ability to learn industry and payroll-specific software, are required.
• High level of honesty, integrity, energy, and personal accountability. Ability to handle sensitive and/or confidential documents and information.
• The ability to work independently with minimal supervision and excel in a results-only work environment.
• Ability and willingness to work in a fast-paced environment
• Collaborative/team-based management style preferred
• Ability to manage time and be productive even without direct supervision
• Must possess and maintain a valid driver's license with a satisfactory and safe driving record
• Bilingual English/Spanish is a plus

Interviews begin soon—don’t miss your chance to be part of something exceptional!

Job Type: Full-time

Pay: $80,000.00 per year

Ability to Relocate:

• Aromas, CA 95004: Relocate before starting work (Required)

Work Location: In person

Salary : $80,000