Office Manager

Role Summary:This position will be responsible for managing the back-office functions of a local area company office. The Office Manager oversees, coordinates and or processes all Human Resources, Billing and Accounts Payable related functions. The individual in this role works directly with the operations manager to ensure that daily, weekly & monthly tasks are completed on time. In addition, the Office Manager serves as a liaison between the local back-office functions and the corporate office back-office functions. Role Priorities:Process invoices/billing at local operational locationsResolve and troubleshoot customer invoice disputesEnsure compliance with customer billing requirementsReview and QA customer invoices on Aging Report(s) and coordinate late collections with the corporate office and provide appropriate back upEnsure compliance with Company credit policies and proceduresUnderstand and facilitate month, quarter, and year-end close process and schedulesCoordinate 1099 vendor requirementsGenerate and review local office P&L reportsScan vendor invoices into ImageNow to initiate AP processingCreate/Issue, code track POs (Purchase Orders) and match to vendor invoiceCoordinate candidate Drug & Alcohol testingFacilitates candidate pre-hire and employee new hire process and ensures compliance with HR guidelinesAssist with location's Drug & Alcohol Test Pool audits and maintenanceMaintain accurate and complete employee census for locationAssist HR matters concerning employee benefits and personnel issuesCollect and enter employee time into payroll time tracking systemEnsure all payroll schedules are metCoordinate expense reimbursements and all payroll/employee status changesManage and account for local office petty cash accountsIssue employee Per Diem balances and ensure compliance with company policiesEnsure P-card processes are being followedAssist in local inventory and asset tracking and controlsMay assist with DOT permitting proceduresAssist in completing various vendor MSA (Master Service Agreement) requirementsAssist in maintaining vehicle licensing, vehicle folders (titles, invoices, MSO, and registrations)Order and maintain sales and marketing materials/items for customersOversee/manage all mailing and shipping vendors and related activitiesOrder and maintain office supplies, stallion stationary, and branding inventory and materials Enter job sheets, credit memo, invoicing in RTMS system (invoicing system)Create and submit AFE's (Authorization for Expenditure) for local officeMay supervisor a team consisting of billing, payroll, and office assistants and personnelMay arrange and coordinate travel schedules and reservationsOrder and maintain supply and company branding inventoryMay create or assist in creating customer bids and proposalsEssential Skills and Experience:Must possess and demonstrate strong interpersonal skills and have the ability to effectively manage a diversity of individualsSolid oral and written communication skillsPossesses strong customer-service orientation with customers and employeesProficient in Microsoft Applications: Outlook, Excel, SharePoint and WordOracle Cloud experience is a plusEducation or Certification required:High School diploma or GED required, Associates or Bachelor's degree preferred3-5 years of related experience 2 years of relevant industry experience

Created: 2025-03-03