The Office Manager must be able to prioritize projects and is expected to multi-task. Must have excellent communication skills, both written and verbal.
Duties and Responsibilities:
I. Sales Support
1. Creation, transmission, filing, distribution, and retention of job proposals.
2. Manage and maintain FileMaker database.
3. Update Sales data for estimators for monthly KPI reporting.
4. Maintain job control log.
5. Maintain job scheduling board.
6. Maintain online job scheduling board.
7. Handle job contracts and related documentation requirements.
8. Process lien requirements.
9. Route sales calls and relay relevant information.
10. Other sales support requirements, as needed.
II. Personnel Administration
1. Pre-employment processing and documentation.
2. Maintain employee files.
3. Manage of EDD requirements and memoranda.
4. Medical/Dental plan administration (enrollments, deletions, Cobra).
5. Uniform program administration and support.
6. Costco membership administration.
7. Update postings/displays of relevant EDD and other official employment publications.
8. Coordinate Worker’s Compensation cases.
9. Coordinate accident cases and claims.
10. Maintain employee handbooks.
11. Organize and coordinate company social events.
III. Operational Administrative Support
1. Assist, as required, operations personnel.
2. Manage company cell phone accounts.
3. Update and maintain equipment listings and files.
4. Manage DMV requirements for all company vehicles and equipment.
5. Manage of vehicle insurance documentation requirements.
6. Enrollment and deletion of company authorized drivers (Insurance, Pull Notice Program, etc.).
7. Coordinate any other operational matters that may be required.
IV. Accounting Support
1. Timely and accurate preparation and submission of weekly timekeeping and equipment utilization reports.
2. Update relevant employee information in Viewpoint.
3. Assist the accounting office in processing payroll, A/P & A/R.
4. Make bank deposits, in the absence of the Accounting Manager.
V. Other Duties
1. Receipt and distribution of incoming/outgoing mail and other shipping needs (FedEx, UPS, etc.).
2. Issuance of W-9’s, as needed.
3. Issuance and control of purchase orders.
4. Attend Trade Shows and networking events.
5. Update and Maintain all required business licenses.
6. Facilitate timely and accurate flow of necessary information with all concerned.
7. Other administrative functions that may arise.
Additional Terms:
- Holiday and Vacation
- Medical and Dental
- 401k options