Office Manager

Position Overview:

Combines the responsibilities of traditional office management with branch-level administrative tasks. Requires strong organizational and leadership skills to oversee daily administrative duties. Manages branch accounting, human resource, and operational payroll tasks in order to ensure the smooth functioning of the office and branch. Oversees and manages administrative assistants if applicable.

Responsibilities:

Accounting

• Manages process by generating, sending, and collecting payment on invoices.
• Creates billings as necessary from information provided by Operations.
• Works with managers to resolve any discrepancies or payments past due.
• Manages branch month end close and other accounting related processes as directed.

Purchasing

• Creates purchase orders as directed by the branch.
• Matches vendor invoices to purchase orders and resolves issues with Operations.
• Reconciles purchase orders against vendor statements.
• Orders and tracks uniform supply.

Human Resources

• Manages application processing, new hire onboarding/orientation, and verification of hiring documents.
• Collects and files EE documents.
• Assists with additional local HR support needs as requested by the Human Resource department.

Payroll

• Ensures all branch hourly time is accounted for on a daily basis.
• Notifies managers of clock in/out and time saving issues.
• Notifies Payroll, on time, that weekly time is correct and ready to export.

Systems

• Continually audits and updates systems information (i.e., customer, property, employee information) in order to maintain accuracy at all times.
• Ensures contract accuracy and win/cancel contracts as necessary.

Administration

• Assist with general administrative items, including but not limited to: Send, open and distribute all mail/parcels for the branch.
• Set up, request and issue all necessary Certificates of Insurance.
• Assist IT support including password resets and basic troubleshooting of hardware.
• Coordinate services as necessary for branch maintenance (handyman repairs, etc.).
• Manage business licenses.

Key Performance Indicators (KPIs):

• Manages Accounts Receivables to 2% over 60 days.
• Completes Branch Month End Process on time.
• Notifies appropriate managers of any unsaved time on a daily basis.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Proven experience in office administration, branch coordination, and payroll processing, preferably in the landscaping or related industry.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in using Microsoft Office Suite.
• Detail-oriented with a commitment to accuracy.
• Leadership skills to effectively manage and support a diverse team.
• Understanding of payroll regulations and compliance requirements.