Office Manager

Job Description

Job Title: Office Manager

Reports To: General Manager

Summary: Responsible for assisting in a wide variety of administrative, customer service and accounting functions for Vortex Cold Storage which includes talent acquisition and hiring, payroll, HR, warehouse administration, customer service, bookkeeping and work flow planning.

Duties and Responsibilities include the following. Other duties may be assigned.

• Coordinates and monitors office operations to ensure company requirements are sufficiently met on a daily basis.*
• Monitors office procedures and resolves problems through collaboration with pertinent contacts, and implements changes as needed.*
• Assists in writing the Standard Operating Procedures and updating the SOP accordingly.*
• Resolves operational problems related to customer service, accounting procedures and computer systems.*
• Working knowledge of QuickBooks and Warehouse Accounting WMS-Datex.*
• Performs all aspects of human resources such as payroll, benefit administration, procedures, personnel issues and maintain related confidential files.*
• Schedules appointments and office meetings as needed.*
• Ensures the efficient operation of all office equipment by performing minor service duties and arranges for routine and necessary maintenance as needed.*
• Maintains the office supply inventory and orders additional supplies as needed.*
• Troubleshoots and resolves all computer problems by communicating with computer vendors.*
• Supervises the CSR staff which includes work scheduling, day to day monitoring, supervision, and annual performance reviews.*
• Coordinates and oversees the completion of special projects as needed.*
• Schedules appointments and office meetings as needed.*
• Manage customer inbound and outbound orders including export orders and documentation.
• Monitors and troubleshoots customer needs.*
• Responsible for monthly and quarterly reviews of customer satisfaction surveys.*
• Plans goals/objectives for office operations and identifies the resources (staff, equipment, funds) required to attain the end results.*
• Plans and Coordinates Office Development Plans for all CRS's and other office employees (if any).*

Supervisory Responsibilities:

Directly supervises four employees in the Customer Service and Office Administration Department. 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; addressing complaints and resolving problems.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Microsoft Excel, QuickBooks, Datex, Paychex Flex, and Paychex Flex HR.

Education/Experience:

Associate's degree (A. A. / A. S.) or equivalent from two-year college or technical school; and one to two years related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Other Abilities:

• Experience with Datex or another WMS software program preferred.
• Experience with HR Generalist roles and duties.
• Skilled at Time Management and Prioritization
• Skilled at Customer Service and managing CSR staff

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands, and talk or hear. The employee is occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl, and taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to see color.

Work Environment:

The work environment characteristics described here 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.

While performing the duties of this job, the employee is occasionally exposed to extreme cold (non-weather).

The noise level in the work environment is usually moderate.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Supplemental Pay:

• Bonus pay

Ability to commute/relocate:

• Albert Lea, MN 56007: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 2 years (Preferred)

Work Location: One location