Office Manager

Essential Duties and Responsibilities

• Manage accounts payable and accounts receivable processes.
• Process vendor invoices and ensure timely payment of obligations.
• Review monthly vendor statements and resolve invoice discrepancies.
• Post customer payments and reconcile deposits.
• Process customer financing applications and supporting documentation.
• Maintain customer credit balances and assist with account reconciliations.
• Aid in month-end financial review and preparation of supporting documentation.
• Support journal entry preparation and account analysis.
• Complete vendor credit applications and maintain vendor records.
• Cook collections activities and monitor outstanding receivables.
• Generate and distribute customer invoices and monthly statements.

Human Resources, Payroll & Employee Administration

• Support the Human Resources department with local administrative and employee-related activities.
• Cook new hire onboarding and pre-employment screenings, including background checks and motor vehicle record reviews.
• Cook employee equipment needs, including phones, tablets, computers, and uniforms.
• Review and maintain employee timecards, payroll records, piece-rate logs, and commission tracking to ensure accuracy.
• Calculate commissions and obtain required approvals for payroll processing.
• Ensure labor costs are accurately assigned to jobs for job costing purposes.
• Submit payroll information and supporting documentation to Corporate Payroll in a timely and accurate manner.
• Maintain safety training records and support company safety programs.
• Serve as a local point of contact for employees and managers, escalating HR matters to the Human Resources Director as appropriate.
• Aid in workers' compensation claims, vehicle accident reporting, and related documentation in partnership with Human Resources.
• Maintain safety training records and support company safety programs and reporting requirements.
• Ensure administrative compliance with company policies and procedures.

Customer Service & Administrative Operations

• Supervise and support Customer Service Representatives (CSRs).
• Monitor customer service performance metrics and reporting.
• Aid in escalated customer concerns and service issues.
• Maintain company knowledge base resources and administrative procedures.
• Support scheduling, operational communication, and workflow administration.

Service, Installation & Warranty Administration

• Process service and installation invoices through company systems.
• Manage warranty claim submissions and tracking.
• Cook with manufacturers regarding warranty reimbursements and credits.
• Monitor quality assurance items requiring follow-up.
• Aid in job costing reviews and project profitability analysis.
• Assist with change order administration and billing.
• Cook customer and builder invoicing for construction projects.
• Ensure accurate documentation and billing within company software platforms.

Reporting & Business Analytics

• Prepare weekly operational and performance reports for management.
• Generate monthly financial and profitability reports.
• Track and report departmental performance metrics.
• Aid leadership with budgeting, forecasting, and operational analysis.
• Monitor margins and profitability across departments and projects.
• Prepare reports requested by management and corporate leadership.

Fleet & Asset Administration

• Maintain vehicle registration records and renewals.
• Cook annual distribution of insurance cards.
• Manage fleet fuel card administration.
• Maintain fleet records and compliance documentation.
• Aid in tracking company assets and equipment.