Office Manager

Position Overview

Role Summary:

This position will be responsible for managing the back-office functions of a local area company office. The Office Manager oversees, coordinates and or processes all Human Resources, Billing and Accounts Payable related functions. The individual in this role works directly with the operations manager to ensure that daily, weekly & monthly tasks are completed on time. In addition, the Office Manager serves as a liaison between the local back-office functions and the corporate office back-office functions.

Role Priorities:

• Process invoices/billing at local operational locations
• Resolve and troubleshoot customer invoice disputes
• Ensure compliance with customer billing requirements
• Review and QA customer invoices on Aging Report(s) and coordinate late collections with the corporate office and provide appropriate back up
• Ensure compliance with Company credit policies and procedures
• Understand and facilitate month, quarter, and year-end close process and schedules
• Generate and review local office P&L reports
• Scan vendor invoices to initiate AP processing
• Create/Issue, code track POs (Purchase Orders) and match to vendor invoice
• Coordinate candidate Drug & Alcohol testing
• Facilitates candidate pre-hire and employee new hire process and ensures compliance with HR guidelines
• Assist with location’s Drug & Alcohol Test Pool audits and maintenance
• Maintain accurate and complete employee census for location
• Assist HR matters concerning employee benefits and personnel issues
• Collect and enter employee time into payroll time tracking system
• Ensure all payroll schedules are met
• Coordinate expense reimbursements and all payroll/employee status changes
• Manage and account for local office petty cash accounts
• Issue employee Per Diem balances and ensure compliance with company policies
• Ensure P-card processes are being followed
• Assist in local inventory and asset tracking and controls
• May assist with DOT permitting procedures
• Assist in completing various vendor MSA (Master Service Agreement) requirements
• Assist in maintaining vehicle licensing, vehicle folders (titles, invoices, MSO, and registrations)
• Oversee/manage all mailing and shipping vendors and related activities
• Order and maintain office supplies, stallion stationary, and materials
• Enter job sheets, credit memo and invoicing.
• May supervisor a team consisting of billing, payroll, and office assistants and personnel
• May arrange and coordinate travel schedules and reservations
• May create or assist in creating customer bids

Essential Skills and Experience:

• Must possess and demonstrate strong interpersonal skills and have the ability to effectively manage a diversity of individuals
• Solid oral and written communication skills
• Possesses strong customer-service orientation with customers and employees
• Proficient in Microsoft Applications: Outlook, Excel, SharePoint and Word
• Oracle Cloud experience is a plus

Education or Certification required:

• High School diploma or GED required, Associates or Bachelor’s degree preferred
• 3-5 years of related experience
• 2 years of relevant industry experience

Job Type: Full-time

Pay: $45,000.00 - $62,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Dickinson, ND 58601: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Work Location: In person

Salary : $45,000 - $62,000