Office Manager

Job Summary: 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:

1. Implement and maintain general office systems, procedures and methods, directing a combination of activities including:

• Record retention

• Preparation and control of common and administration expense/budgets

• Office equipment inventory

2. In coordination with Human Resources, may provide assistance with:

• Applicant screening

• New hire processing

• Recording absences and vacation, 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

3. 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 in regard to office and facility needs

• May perform or supervise general bookkeeping duties

4. 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 on a daily basis.

• “Key” off statements, so as 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 charge backs, payment shortages, and other related issues.

5. Gather, organize and summarize data and information for reports to management.

6. Initiate and support the continual improvement of Keystone Automotive Industries’ quality improvement system.

7. Assumes other duties as assigned

Education & Experience: High School graduate or G.E.D. equivalent required. 3 to 5 years of experience in general office management experience. Have prior accounting related experience.

Knowledge/Skills/Abilities: Must demonstrate good interpersonal and telephone communication skills. Demonstrate basic understanding of elementary bookkeeping. Must be able to work in cooperation with others. Must be attentive to detail and ensure accuracy in work assignments. Must be able to communicate effectively with others. Must have the flexibility to work variable schedules, including weekends.

Machines, Equipment, and Software: Computer, 10-key calculator, multi-user telephone system, copier, fax machine, and Microsoft Office software. Essential Physical Demands/Work Environment: Must have the ability to work under conditions of frequent interruptions and be attentive to details. Must be able to be patient with other, have the ability to listen, and be able to work under pressure comfortably.

Preferred Qualifications:College coursework preferred. Previous supervisory experience preferred.