Office Manager (3437)

About the role

Manage, evaluate, and execute the daily administrative functions of the branch with a focus on invoicing clients, collections (A/R), paying bills (A/P), handling personnel issues (H/R), and coordinating with corporate administrative personnel for seamless information flow.

Responsibilities

• Daily management of all internal paperwork required for branch operations
• Ensure employee compliance with timely paperwork flow, including facilitating employee compensation, inventory and asset management, and invoicing
• Data entry, scanning, and organizing relevant paperwork into digital job folders
• Obtain and submit credit applications for new customers to corporate for credit approval
• Ensure all active projects have properly executed agreements
• Invoice clients in accordance with agreements and for work performed, damages, or missing equipment, following prescribed formats error-free
• Manage the lien/bond process, including timely execution of written notices as required by job type
• Enter vendor bills into financial software after verifying accuracy against purchase orders and packing slips
• Collect and reconcile credit card receipts, matching them to statements, and entering into financial software
• Obtain and manage personnel paperwork for employment, disciplinary actions, attendance, and termination, ensuring proper submission to corporate HR
• Assist with payroll processing, per diem reimbursement, and ensure labor is assigned to appropriate work orders
• Ensure DOT compliance by verifying employee licenses, collecting driver logs and daily inspections, maintaining records, and reporting non-compliance to the Branch Manager
• Assist corporate in initiating insurance claims by completing and submitting required paperwork

Essential Functions

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

Qualifications

• Associate’s degree in Accounting, Business Administration, or related field preferred
• Proficient in MS Office and other required PC software applications
• Planning and organizational skills for handling multiple projects
• Professional demeanor with excellent written and verbal communication skills
• Ability to work under pressure to meet deadlines
• Flexibility to adapt schedule to meet job requirements