Office Manager Job Description
Job Title: Office Manager
Reporting to: Branch Manager
General Scope:
The Office Manager plays a vital role in ensuring the smooth operation of administrative functions within the organization. This position involves managing various tasks, including administrative duties, scheduling, coordination, and team support.
Key Responsibilities:
1. Administrative Support:
- Provide comprehensive administrative support to the team, including answering phones, responding to emails, and handling correspondence.
- Maintain organized office space and supplies.
- Assist with basic accounting tasks such as processing invoices, expense reports, and petty cash management.
- Assist with Human Resources tasks such as recruiting, scheduling interviews, job postings, new hire orientation and gathering all new hire paperwork.
2. Scheduling and Dispatching:
- Create and coordinate job schedules
- Dispatch tasks and assignments to team members, ensuring timely completion and proper allocation of resources.
- Order parts and materials for jobs as needed
3. Timecard Review and Attendance Management:
- Review and verify employee timecards for accuracy and completeness.
- Maintain records of employee attendance, absences, and leave requests.
- Assist with the implementation and enforcement of attendance policies and procedures.
4. Team Collaboration and Support:
- Act as a liaison between branches, facilitating communication and collaboration.
- Foster a positive and supportive team environment through effective communication and conflict resolution.
- Provide guidance to team members as needed, promoting productivity and cohesion.
5. Communication and Coordination:
- Serve as the primary point of contact for clients, providing excellent customer service.
- Facilitate effective communication within the office, disseminating information and announcements as needed.
- Coordinate logistics for office events, meetings, and conferences.
Qualifications and Skills:
- Proven experience in administrative roles, preferably with experience in operations coordination or similar responsibilities.
- Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.
- Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
- Proficiency in Microsoft Office Suite and other relevant software applications.
- Ability to prioritize workload and adapt to changing circumstances in a fast-paced environment.
- Knowledge of basic accounting principles and financial management is desirable.
- Experience with scheduling software, timekeeping systems, and other relevant tools is an advantage.
- Ability to work independently and collaboratively as part of a team.
Education and Experience:
- Bachelors degree in business administration, management, or a related field a plus.
- Previous experience in administrative support roles, operations coordination, or similar positions is advantageous.
- Additional certifications or training in office administration, project management, or related areas may be beneficial.
- QuickBooks Online experience BIG plus
- Vision
- Medical
- Dental
- Retirement Savings
- Tuition Reimbursement
- Paid time off
- Holiday pay (6)
- Bonus program