Office Manager

The Office Manager is responsible for coordinating and maintaining the daily operations of the office and providing administrative support across departments. This position serves as a central resource for office needs, assisting with scheduling, supplies, records, communications, vendor coordination, and other administrative tasks to support the overall efficiency of the organization.

Administrative Management

• Ensure the office is clean, safe, and functional
• Greet visitors/clients/vendors
• Coordinate building access
• Manage office supplies/equipment – order when necessary
• Coordinate office maintenance/repairs
• Manage deliveries – organize, schedule, package, ship, alert when packages arrive
• Main point of contact for vendors/service providers
• Organize office events – coordinate calendars, order supplies/meals
• Mail – sort/distribute
• Errands as needed – ex DMV, weekly PO Box mail pickup, county tax payments
• Other duties as assigned

HR Support

• Answer incoming calls
• Maintain filing systems (physical & digital)
• Assist with new site setup – add job/location to HRSI, map, sharepoint, etc.
• Assist with onboarding as needed – schedule drug screens, organize specialized training
• Coordinate participation in external groups – electrical apprenticeship
• Manage, create, and train system users
• Create geofences as needed
• Manage push-reports
• Reconcile insurance invoices
• Create/Submit monthly newsletter
• Special projects as assigned

Payroll/Financial Support

• Update monthly budgets – Paycom
• Assist with timesheet as needed
• Assist with weekly certified payroll reports – mailing and online submissions
• Scan invoices to files
• Review and administer credit cards
• Mail weekly checks
• Fill out credit reference requests and new customer forms/sales RFPs
• Data entry

Qualifications

• Strong organizational and time-management skills
• Excellent communication and interpersonal abilities
• Problem-solving and decision-making skills
• Proficiency with Microsoft Office
• Basic budgeting
• Ability to multitask and prioritize