Office Manager

Responsible for overseeing the management of the credit and collections process.

Administers and coordinates general office services and related activities. Supervises office support staff.

Essential Job Duties:

• Implement and maintain general office systems, procedures, and methods, directing a combination of activities including:
  • Record retention
  • Preparation and control of common and administration expenses/budgets
  • Office equipment inventory
• In coordination with Human Resources may assist with:
  • Applicant screening
  • New hire processing
  • Recording absences and vacations, timecards
  • Payroll-related issues
  • Benefits-related issues
  • Workers Comp Claims and FMLA-related issues
  • Coordinate employee disciplinary issues with HR Department for resolution and action
  • Respond to general HR-related inquiries from employees
• Manage and coordinate office activities:
  • Hire, train, and supervise branch support staff
  • Manage general services, including purchasing of office supplies, mail distribution, office equipment
  • maintenance and repair, facility-related issues
  • Maintain contact with outside vendors and suppliers regarding office and facility needs
  • May perform or supervise general bookkeeping duties
• Oversee the management of the credit and collection of customer accounts:
  • Receive, match, verify, and process accounts payable for proper entry. May assist with cash collection and proper posting of customer accounts receivables.
  • May assist the "check-in" of Route Salespeople to verify receipt of signed invoices and proper payment of C.O.D. invoices.
  • Research items returned for credit by customers. Handle customer requests for invoice copies.
  • Insure proper filing of invoices and administrative paperwork daily.
  • "Key" off statements, to track invoices that may be missing from files, or misapplied to customer accounts
  • May set up new accounts, verifying client data and proper billing information, including resale tax information.
  • Assist with resolving account errors, returned checks, credit chargebacks, payment shortages, and other related issues.
• Gather, organize, and summarize data and information for reports to management.
• Initiate and support the continual improvement of Keystone Automotive Industries' quality improvement system.
• Assumes other duties as assigned.