Description

POSTION SUMMARY

We are seeking an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.

RESPONSIBILTIES and DUTIES

· Work with clients to ensure paperwork is in order including contracts, status checks, and insurance certificates.

· Track and process invoices and prepare job costing reports 

· Create reports and gather documentation (dailies) for different clients for billing

· Add new accounts / jobs to Quick Books (by taking information from Contract and any other documentation like New Client form, etc.)

· Prepare Payroll spread sheet

· Train new employees in timesheets, dailies, and payroll basics.

· Audit employee time sheets, mileage, dailies, etc.

· Review and email credit card reports for QuickBooks

· Translate documents (English to Spanish/ vice versa) 

· Conduct and assist with staff and client trainings

· Oversee inventory and order office supplies

· Assist with meetings, events, and order food

· Answer phones and distribute mail

· Perform other tasks as needed

QUALIFICATIONS

· High school diploma or equivalent (minimum requirement)

· A bachelor's degree (optional)

· About 5 years of work experience in at least a clerical/secretarial/administrative position

· Knowledge and experience with business management, accounting, and human resources

Skills and Abilities

· Trustworthy, Ethical, Ability to work with confidential data

· Knowledge of computer networking and IT.

· Problem-solving skills

· Attention to detail

· Knowledge of and ability to use Word Processing software, Database software, Spreadsheet software, Project management software, Internet, and Email software

· The ability to work independently and effectively in a fast-paced environment 

· Ability to organize and prioritize to meet deadlines; capable of multi-tasking and prioritize time sensitive tasks. 

· Excellent communication and interpersonal skills both written and verbal

· Can effectively work in a fast paced/demanding environment while maintaining a positive attitude. 

· Handle calls with multi-line phone lines in a courteous, speedy, and professional manner.

· Must have excellent attendance, punctuality, and reliability 

· Must be able to effectively prioritize, manage, and achieve results while handling multiple projects 

· Professional attitude and appearance

· Possess excellent customer service skills

· Able to maintain a good working relationship with all associates

· Event planning, Marketing, Social Media, Graphic design knowledge and/or experience a plus.

· Excellent computer skills; Word, Excel, PowerPoint, Outlook, Quick Books, Paylocity 

· Bilingual in Spanish/ written and oral 

· Approximately 5% traveling as needed for conducting training