The Office Manager serves as a pivotal player in ensuring a smooth flow of communication, and maintaining an organized front desk area. The Office Manger also serves as a pivotal player in ensuring seamless administrative and operational processes within the company. They are responsible for a range of tasks including domestic quotes, invoicing, order processing, and more. Their role ensures that both internal and external stakeholders experience efficient and professional service.
Key Duties and Responsibilities:
1. Quotation Responsibilities:
Prepare domestic quotes to end-users including Search and Rescue, Fire, and Police Departments upon their request.
2. Accounts Receivables:
Manage invoicing related orders from key domestic customers.
Ensure all invoicing and order-related details are meticulously maintained and organized.
3. Order Processing:
Create build sheets, shipping labels, packing lists, and diligently record serial numbers for all orders.
Organize and handle export shipping for international orders, including generating the necessary export documents and coordinating with DHL or organizing Bill of Lading for ground transport.
4. Purchase Order (PO) Management:
Draft POs as requested by the Operations Manager.
Follow up on outstanding purchase orders to guarantee timely receipt of goods.
5. Accounts Payables:
Write checks for vendor invoices after reconciling the Packing List (PL) with the PO and respective invoice.
6. Communication & Reception Duties:
Answer phones promptly, catering to quote requests and answering equipment-related questions (or funneling those questions to the correct individuals within the company to answer).
7. Mail Management:
Collect and sort mail daily, ensuring checks are deposited and bills are opened and processed promptly.
8. Time Card Management:
Collect time cards bi-weekly, tally hours, and provide the data to the Operations Manager for approval and processing.
Oversee miscellaneous office tasks such as the systematic filing of paid invoices and shipped orders.
Qualifications and Skills:
Proven experience in administrative roles with responsibilities encompassing the above tasks.
Proficiency in Microsoft Office Suite, especially MS Excel and MS Outlook.
Understanding of financial documents like invoices, purchase orders, and checks.
Excellent communication skills, both written and verbal.
Strong organizational skills with a keen eye for detail.
Ability to multitask and prioritize tasks effectively.
Working Conditions:
This role involves working in a clean and quiet office setting during regular business hours, Mon-Fri, 8am-4:30pm. Tasks might require light lifting (e.g., mail packages, office supplies) and extended periods of computer data entry for above listed tasks.
Health, Dental and Vision insurance available.
Application Instructions:
Please provide your resume and cover letter with your salary expectations.