Office Manager

BELFOR Franchise Group•Newark, DE

About The Position

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.

Requirements

Maintains 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 systems
Oversee recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently met
Maintains 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 results
Managing the front desk functions as they relate to phone calls, visitors and mail distribution
Accounts Payable: sorting, matching, and scanning invoices and check requests
Accounts Receivable: receiving payments from customers and depositing funds to appropriate account(s)
Comprehensive understanding of customer service, principles and practices
Work under time constraints to meet specific timelines
Attention to detail and keen sense of safeguarding other people's property and information
2+ years general office management experience
Strong math and data entry skills
Construction or insurance industry experience preferred
Microsoft Office (strong emphasis in Word & Excel)
Ability to multitask in a fast-paced office environment
English language literacy & fluency
Oracle system experience ideal, including JD Edwards Multi-line phone system
Customer Service
Strong written and verbal communication skills

Nice To Haves

Construction or insurance industry experience preferred
Oracle system experience ideal, including JD Edwards Multi-line phone system

Responsibilities

Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
Communicate effectively and timely with employees and clients on needs and updates
Manage and motivate employees through continued training and acknowledgement
Effectively address and resolve employee or client conflicts as needed
Apply as necessary and ensure compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.
Timely creation of new jobs in JD Edwards as required
Organizing and maintaining an up to date job file for Estimator/General Manager Review
Participate in Bill Review process to ensure Client Job results are appropriate
Improve employee and client retention rates through active communication and problem solving efforts
Using JD Edwards and BCS to maintain vendor list
Ensure compliance with vendor requirements
Monthly Reconciliation of AP statements
Customer file maintenance; digital database and physical file system
Attend BELFOR sponsored operations and safety training courses as required
Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
Communicate effectively and timely with employees and clients on needs and updates