Office Manager

OFFICE MANAGER

JOB SUMMARY

Responsible for successfully managing a branch office’s administrative and financial processes, which also include union employee human resources administration and payroll. This position exercises discretion and independent judgement with respect to matters of significance.      

ESSENTIAL DUTIES

Office Management

• Manage the day-to-day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed.
• Financial review and budget tracking.
• Train and cross-train branch administrative employees so that all administrative functions are performed correctly, consistently and in a timely manner.  Offer backup support to branch administrative staff.
• Processes Quality Assurance Repairs (QAR)
• Parts ordering and returns for repairs and MOD , which includes searching for parts, contacting vendors for price quotes, and tracking orders that have been processed.
• Enter weekly payroll for repair and modernization / construction union employees.
• Perform accounts payable duties to include researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department
• Ensure maintenance of office equipment and any lease agreements required for the equipment.
• Manage branch filing systems including electronic files.
• Maintain contact with customers, outside vendors, and corporate headquarters.
• Conduct research, compile and generate reports. 
• Coordinate branch facility maintenance and repairs as needed.

Finance

• Manage the service accounts receivable processes, which include maintenance, repair and billable invoicing; credit memos; and credit card payment vouchers.  Provide statements for customers, manage unapplied cash/credits, and work with corporate finance to resolve AR issues.
• Maintain customer billing info including invoice settings, contacts, purchase/work orders, billing rates and discounts.
• Generate monthly construction AIA pay applications, schedule of values, and waivers.  Enter billings into Vision and customer portals, if applicable.  Maintain accounts receivable ledgers.

Human Resources and Payroll

• Accurately set up and maintain union employee information in Fujitec system and HRIS.  Enter and maintain pay rates, deductions, union benefit information, and terminations.
• Administer union new hire onboarding HR forms, and company policy. Act as company representative I-9 and E-Verify; coordinate drug testing.
• Ensure proper processing of weekly union payroll in Vision and transmittal in ADP.
• Approve time and attendance for direct reports and ensure adherence to Human Resources policies.

This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties.

DIRECT REPORTS

1-Service Coordinator

This role manages nonsupervisory employees and carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems. All hiring, coaching, performance management and terminations are to be in coordination with HR support and approval.

JOB QUALIFICATIONS AND REQUIREMENTS

• Education: Bachelor’s in related
• Experience: Minimum 3 years in finance and/or office management

SKILLS/CORE COMPETENCIES

• Technical Professional Knowledge
• Teamwork and Cooperation
• Communication
• Leadership
• Attention to Detail
• Decision Making (Problem Solving)
• Planning and Organizing

WORK ENVIRONMENT AND EXPECTATIONS

• Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.

• Requires a consistent physical presence at the branch office to oversee shared services functions and employees, normally achieved by working standard business hours. Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager.

The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS

• Prolonged periods of standing and walking.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.