Office Manager

South Western Communications•Lenexa, KS

12d•Onsite

About The Position

Ensures the efficient operation of the office and provides accurate, timely administrative and financial support. This position coordinates branch-level payroll, accounts receivable, job-cost administration, and office operations while maintaining effective internal controls and responsive service to employees, customers, and vendors.

Requirements

Strong communication skills
Strong organization skills
Accuracy
Judgment
Confidentiality
Follow-through
Excellent written and verbal communication skills
Demonstrates initiative, dependability, sound judgment, organization, and the ability to work independently while meeting deadlines
Superior customer service skills to deal with both internal and external customers
Ability to manage multiple tasks simultaneously
Strong interpersonal skills; ability to work with diverse groups
Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, and Teams
Ability to learn the company’s accounting, payroll, and job-management systems
Ability to demonstrate planning, organizing and implementing skills which allow the successful completion of a project by a specific due date
Exercise sound judgment and maintain confidentiality when handling payroll, personnel, customer, vendor, and financial information
Must be able to read and effectively interpret general business documentation
Valid and current drivers license

Nice To Haves

An associate degree in accounting, business administration, or a related field is preferred
Equivalent relevant education and experience will be considered
Two or more years of experience in office administration, payroll, accounts receivable, or a related accounting support role is preferred

Responsibilities

Managing the overall smooth operation of the office environment
Managing office supplies, office equipment, related service agreements, and vendor relations ensuring competitive pricing and quality products and services
Conduct orientation program for new team members and new hire paperwork
Assists in maintaining and updating company related documents
Process payroll according to the company payroll schedule; verify employee information, hours, deductions, and approvals; maintain confidential payroll records; and ensure timely and accurate payment
Track team member vacation and personal time
Monitor accounts payable credits, subcontractor invoices, customer invoicing, and collections; maintain complete supporting documentation and resolve discrepancies promptly
Maintain accurate and timely accounting records, reconcile assigned accounts, investigate discrepancies, and follow established approval and documentation procedures
As required, be able to assist in the budget process and manage income and expenses according to the budget
Calculate and process sales commissions in accordance with approved plans, verify supporting information, and resolve discrepancies before payment
Coordinate job-specific insurance certificates and bonds, maintain current documentation, and communicate requirements and renewals to the appropriate internal and external parties
Building maintenance
Prepare and update billing projections using current job information, coordinate with project and financial personnel, and communicate material changes to the CFO
Enter and maintain approved change orders in the accounting system, verify supporting documentation, and coordinate updates with the appropriate project personnel
Complete assigned administrative and accounting steps required to close jobs, confirm that billing and cost records are complete, and follow up on unresolved items
Maintain petty cash records, safeguard funds, obtain required documentation and approvals, and reconcile the account on a timely basis
Maintain critical inventory list in accounting system
Responsible for determination of self-directed development and training
Other duties as required or assigned by company management