Office Manager
Reports To – Vice President
Job Summary
As a member of the leadership team working for a growing, entrepreneurial company, you will play an integral role in driving company culture. The Office Manager is responsible for supporting operations and for the supervision of administrative personnel to ensure things run smoothly in a small office environment. The Office Manager has broad responsibility and will provide general management of the office & HR, payroll, will coordinate operations, partner with finance and support the VP as necessary. The Office manager will help to improve company procedures. This full-time role requires you to be in the office daily.
Essential Functions
The primary duties and responsibilities of the Office Manager consist of but are not limited to:
Office & Human Resources
Operations
Fiance/Payroll
QUALIFICATIONS
ACCOUNTABILITIES
COMPETENCIES
Job Summary
As a member of the leadership team working for a growing, entrepreneurial company, you will play an integral role in driving company culture. The Office Manager is responsible for supporting operations and for the supervision of administrative personnel to ensure things run smoothly in a small office environment. The Office Manager has broad responsibility and will provide general management of the office & HR, payroll, will coordinate operations, partner with finance and support the VP as necessary. The Office manager will help to improve company procedures. This full-time role requires you to be in the office daily.
Essential Functions
The primary duties and responsibilities of the Office Manager consist of but are not limited to:
Office & Human Resources
- Oversee daily office operations & supervise a staff of 2-5 hourly employees
- Conduct staff meetings and establish accountabilities & goals for direct reports
- Manage accurate data entry into ERP, managing assigned workflow processes
- Back up dispatch, purchasing and office support duties when necessary
- Responsible for new hire paperwork, office orientation, IT set up and onboarding
- Company benefits management such as enrollment, assistance with renewals, and employee communication
- Organization of time off requests, medical leave, employee records
- Assistance in placing job posting ads within various platforms
- Oversee and coordinate company events and meetings
Operations
- Generate departmental key performance indicators (KPIs) on a regular basis
- Review order details for accuracy, handling escalations as necessary
- Troubleshoot and verify details of complex orders
- Configure and oversee the Asset Management Program (AIM) to handle client, technician and sales’ needs
- Oversee purchasing processes
- Maintain files on company policies and handle document distribution
- Coordinate special projects - initiate projects, follow through with staff
- Communicate with customers and employees regarding processes
- Assist in streamlining and updating protocols
- Partner with Controller, Service and Sales Managers to document and ensure processes are followed
Fiance/Payroll
- Cross-check systems data with billing details to ensure accurate costing and billing
- Troubleshoot ERP or CRM discrepancies.
- Monitor/audit weekly billing process and reconcile with customer contracts.
- Responsible for payroll accounting. Duties include gathering and tabulating all required information, commissions, reporting, and processing with ADP.
- Ensure tax documents are distributed to employees throughout the year. Point of contact for employee questions.
QUALIFICATIONS
- Two-year degree in administration, accounting, or related field
- Supervision experience, providing feedback and directing work
- Proven experience in payroll (ADP or other) and human resource management
- Previous experience as a Front office manager or Office administrator would be an advantage
- Experience with client direct B2B industrial service/sales environment preferred
- Experience with Office 365: Microsoft Outlook, Word, Excel, PowerPoint, enterprise resource program (ERP) Acumatica, MailChimp and CRM software
- Experience in an EOS/Traction environment is helpful but not required
- Valid Driver’s license to assist in supporting office errands
ACCOUNTABILITIES
- Supervise staff providing work direction, performance feedback and coaching
- Partner with D&DT employees to ensure internal efficiencies and collaboration
- Oversee accurate data entry and process in CRM, ERP and AIM systems
- Timely reporting, payroll and data entry
- Ensure D&DT client experience is exemplary
- Maintain professional relationships with internal and external partners, exhibiting a commitment to D&DT's core values and mission
- Gain a working knowledge of the business and be able to confidently answer prospect and client questions
COMPETENCIES
- A no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times
- Familiar with sales/service organizations and B2B environments
- Excellent verbal and written communication skills and the ability to make decisions independently
- Strong supervision and leadership skills
- High level of professionalism in dealing with confidential and sensitive information
- Ability to take initiative, be energetic, resourceful and reliable, able to work in a fast-paced environment with frequent interruptions
- Flexible, willing to help and support projects as necessary to support D&DT
- Willingness to learn and adapt new technology and techniques to better self, coworkers and the company
