Optimum RTS - Office Manager
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Office Manager

Location : Jupiter, FL
Job Type : Direct
Hours : Full Time
Travel : No
Relocation : No
Job Industry : Cleaning
Job Category : Office Manager

Job Description :

Local cleaning services (commercial, construction, residential) company is seeking an office manager for their office in Jupiter, FL.




RESPONSIBILITIES


 


1. Project Administration



  • Assist CEO with Human Resources management: design and implement policies and procedures, manage recruitment, orientation, and training staff.

  • Coordinate and ensure all reporting requirements from other departments, division subcontractors, accounting are fulfilled as specified and that reports are submitted on time to the CEO.

  • Coordinate and liaise with accountant and bookkeeper to ensure all financial reports are prepared accurately and submitted by the dates required.

  • Assist CEO with meetings and schedule § Assist CEO & staff in monitoring and coordinating updates of the company website and other social media accounts with our third-party marketing company

  • Prepare, respond to and file correspondence on behalf of the CEO and company.

  • Assist with preparation of correspondence, materials and agendas, meeting minutes, action logs and ensure timely follow up.

  • Assist Bookkeeper as needed to ensure accuracy and timeliness of cost entries, reconciliations, and invoice processing and payment.

  • Ensure Billing/Invoices prepared timely and accurately.

  • Review aging receivables monthly with CEO and follow up payments.

  • Prepare for construction projects accounting-payment applications, Notice to Owner, schedule of Values

  • Assist Operations as needed to ensure administrative support and resources are always available to the operations department

  • Manage administrative side of clients’ accounts in coordination with operations such as but not limited to insurances, accounting, compliance, contract specifications etc.

  • Assist operations division with accounting/project budget creation, forecast, spending and recordkeeping to transferring to accounting division and later report to CEO

  • Record keeping of vacation, PTO , TO from employees provided by operation department

  • Assist operation department with employees' performance appraisal 


 


2. Office Administration



  • Implement, manage and maintain record keeping, confidential personnel files, purchasing and inventory control systems in conjunction with Operations Manager and Field Coordinators.

  • Track keeping of payables, schedule and record

  • Manage office and warehouse leases

  • Delegate the management of office equipment, maintenance and service contracts and systems.

  • Manage technology and telecommunications systems and provide general support to staff.

  • Coordinate office activities and ensure they are carried out in accordance with agreed policies and protocols (ie weekly Administrative meetings, monthly safety meetings)

  • Supervise creation and maintenance of administrative filing system both hard copy and electronically for accuracy and consistency.

  • Delegate the maintenance of the inventory of office supplies and equipment.

  • Delegate with assistance with reporting requirements to accreditations (ie SBE, WBE), licensing and insuring bodies.

  • Request insurance certificates to our insurance representative

  • Ensure office is always in a neat and organized manner

  • Ensure office is always equipped to run the business

  • Perform administrative employees performance appraisal


 


3. Supervise Administration Staff



  • Supervision and coordination of office personnel, administrative support staff, and IT support , marketing, vendors (outsourced).

  • Hiring intake process

  • Ensure that everyone is treated with respect and dignity in order to motivate these individuals to contribute to the company mission.

  • Termination and disciplinary decisions must be referred to the CEO for approval, however immediate disciplinary action may be taken for individuals flagrantly defying rules of the organization.

  • Monitor quality of work, undertake performance reviews and assess training needs.


 


Required Qualifications :

Although not all inclusive, the following skills are required to effectively execute the position of Office Manager:


 


SKILLS



  • Ability to take initiative, problem solving, and make decision within job scope.

  • Highly developed record keeping skills and ability to develop appropriate action logs.

  • An understanding and experience of a fast-moving workplace environment.

  • Superior written and oral communication skills.

  • Strong commitment to customer service and effective people skills in a dynamic industry where emotions may interfere with practicality.

  • Good understanding of processes, policies and procedures required for supporting a growing organization.

  • Excellent time management and organizational skills with strong attention to detail.

  • Ability to work well under pressure and multi-task without supervision.

  • Ability to work independently as well as collaboratively in a positive team environment.

  • Willingness to provide the extra effort at times when necessary.

  • Ability to improvise when unexpected issues arise.

  • Mindset that position is more than “just a job” and growth opportunities exist.


 

ADDITIONALLY REQUIRED: 



  • 3+ years of experience as an office manager

  • QuickBooks (no reconciliations but need to have a good understanding of invoicing, billing, AP/AR, credit card processing, payroll reporting, etc.)

  • Strong skills in Word, Excel, and Adobe

  • Highly organized, work well under pressure, flexibility and ease to adapt to pressing situations.



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