Office Manager

This position also known as the business office manager, is responsible for making sure that a company's support staff is running smoothly. This position will be responsible for organizing, planning and overseeing administrative assistants, or working with one or two people in a smaller office. Office Managers make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and managing the accounting functions as they relate to entering payables, recording receivables, managing job files and communicating effectively with clients and employees.ResponsibilitiesMaintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and StandardsCommunicate effectively and timely with employees and clients on needs and updatesManage and motivate employees through continued training and acknowledgementEffectively address and resolve employee or client conflicts as neededApply as necessary and ensure compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.Timely creation of new jobs in JD Edwards as requiredOrganizing and maintaining an up to date job file for Estimator/General Manager ReviewParticipate in Bill Review process to ensure Client Job results are appropriateImprove employee and client retention rates through active communication and problem solving effortsUsing JD Edwards and BCS to maintain vendor listEnsure compliance with vendor requirementsMonthly Reconciliation of AP statementsCustomer file maintenance; digital database and physical file systemAttend BELFOR sponsored operations and safety training courses as requiredRequirementsMaintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.Manage online and paper filing systemsOversee recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently metMaintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.Completes operational requirements by scheduling and assigning employees; following up on work resultsManaging the front desk functions as they relate to phone calls, visitors and mail distributionAccounts Payable: sorting, matching, and scanning invoices and check requestsAccounts Receivable: receiving payments from customers and depositing funds to appropriate account(s)Comprehensive understanding of customer service, principles and practicesWork under time constraints to meet specific timelinesAttention to detail and keen sense of safeguarding other people's property and informationQualifications2+ years general office management experienceStrong math and data entry skillsConstruction or insurance industry experience preferredMicrosoft Office (strong emphasis in Word & Excel)Ability to multitask in a fast-paced office environmentEnglish language literacy & fluencyOracle system experience ideal, including JD Edwards Multi-line phone systemCustomer ServiceStrong written and verbal communication skillsPhysical Demands Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)Sitting for extended periods of timeManual dexterity needed for keyboarding and other repetitive tasksThe ability to bend, crouch, or stand as necessary.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.DisclaimerThe statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.