Business Office Manager

A. C. Lewis Management•Baton Rouge, LA

About The Position

Acts as main switchboard operator for Corporate office by answering telephones, directing calls, and taking messages. Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and record complaints. Opens, sorts, and distributes incoming mail, answers correspondence, and prepares outgoing mail. Compile, copy, sort, scan, and file records of office activities, business transactions, and other activities. Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer. Maintains office for cleanliness and inventories and orders materials, supplies, and services. Runs errands and makes bank runs, as needed. Greets visitors and provides customer service. Participates in the coordination of the annual company Christmas party and other employee relations events. Responsible for ordering and distributing of employee uniforms & business cards. Enters invoices and data in accounting software for Corporate office and as needed for other entities. Maintains vendor insurance and W-9 information in accounting systems; Assists in preparation and distribution of 1099's at year end. Processes and distributes checks issued in the corporate office for A/P, Distributions, Management Fees, etc. Supports all Corporate personnel and assists in special projects as instructed. Invoices properties for expenses paid on their behalf by ACLM, such as postage and AMEX charges. Acts as personal assistant for Owner, running errands and performing tasks, as needed.

Requirements

Proficiency in operating a multi-line phone system.
Experience with customer service and communication.
Skills in mail handling and correspondence.
Ability to manage filing, inventory, mailing, and database systems.
Experience with data entry and accounting software.
Knowledge of vendor insurance and W-9 information.
Familiarity with accounts payable processes.
Ability to support corporate personnel and assist with special projects.
Experience with invoicing.

Nice To Haves

Experience coordinating company events.
Experience ordering and distributing employee uniforms and business cards.
Experience with 1099 preparation and distribution.
Experience acting as a personal assistant.

Responsibilities

Acts as main switchboard operator for Corporate office by answering telephones, directing calls, and taking messages.
Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and record complaints.
Opens, sorts, and distributes incoming mail, answers correspondence, and prepares outgoing mail.
Compiles, copies, sorts, scans, and files records of office activities, business transactions, and other activities.
Maintains and updates filing, inventory, mailing, and database systems, either manually or using a computer.
Maintains office for cleanliness and inventories and orders materials, supplies, and services.
Runs errands and makes bank runs, as needed.
Greets visitors and provides customer service.
Participates in the coordination of the annual company Christmas party and other employee relations events.
Responsible for ordering and distributing of employee uniforms & business cards.
Enters invoices and data in accounting software for Corporate office and as needed for other entities.
Maintains vendor insurance and W-9 information in accounting systems.
Assists in preparation and distribution of 1099's at year end.
Processes and distributes checks issued in the corporate office for A/P, Distributions, Management Fees, etc.
Supports all Corporate personnel and assists in special projects as instructed.
Invoices properties for expenses paid on their behalf by ACLM, such as postage and AMEX charges.
Acts as personal assistant for Owner, running errands and performing tasks, as needed.