Office Manager

Duties and Responsibilities

• Daily management of all internal paperwork required for the operation of the branch
• Ensure employee compliance with timely paperwork flow, facilitate EE compensation, proper inventory and asset management, invoicing, etc.
• Data entry as required, scanning and placing all relevant paperwork into the digital job folders, etc.
• Obtain credit applications on all new customers and submit to corporate for approval for credit extensions
• Ensure that all active projects have properly executed agreements
• Invoice our clients in accordance with executed agreements and for work performed, as well as for damages and missing equipment, etc., following the prescribed formats and free of error
• Manage the lien/bond process, including timely execution of written notices as required by the job type
• Enter vendor bills into the financial software package after verifying that the bill matches the purchase order and packing slip as provided by LOGISTICS, in accordance with written procedure
• Absorb all credit card receipts, matching them to the statements, and entering into the financial software package
• Absorb all of the required personnel paperwork needed for employment, disciplinary actions, attendance, and termination, and ensuring that this paperwork is supplied to corporate H/R in the appropriate manner
• Absist with payroll processing and per diem reimbursement and ensure that all labor is assigned to the appropriate work order number
• Proper DOT maintenance by ensuring that all employees have the proper license to operate company vehicles, collect driver logs and daily inspections, annual inspections, six-month record keeping, and ultimately report to the Branch Manager any driver non-compliance
• Absist with corporate in making insurance claims as needed by initiating all claim paperwork and submitting such paperwork to corporate

Essential Functions

• Read, write, evaluate different types of documents
• Prepare documents, reports, and required filings in approved formats
• Manage multiple projects and resolve conflicting deadlines effectively
• Represent the “public face” of the company to visitors and guests
• Receive and process incoming phone calls to recipients

Qualifications

• Associates degree in Accounting, Business Administration, or related field preferred
• Planning and organizational skills in handling multiple projects
• Proficient in MS Office and other required PC software applications