Office Manager

Ironclad Powered by Mersino•Polk City, FL

26d

About The Position

The Office Manager manages, evaluates, and carries out the branch’s daily administrative functions. The role focuses on invoicing clients for branch activity, supporting successful collections including accounts receivable, paying bills including accounts payable, handling branch personnel paperwork, and coordinating with corporate administrative staff to ensure information is transferred accurately and on time. The position also supports payroll and per diem processing, project documentation, vendor bill processing, DOT recordkeeping, and insurance claims.

Requirements

Planning and organizational skills for handling multiple projects.
Proficiency in MS Office and other required PC software applications.
Professional demeanor.
Excellent written and verbal communication skills.
Ability to work under pressure to meet deadlines.
Ability to work a flexible schedule to meet job requirements.

Nice To Haves

Associate degree in Accounting, Business Administration, or a related field.

Responsibilities

Manage the daily internal paperwork required to operate the branch.
Ensure employees submit paperwork on time and facilitate employee compensation, inventory and asset management, and invoicing.
Enter data, scan documents, and place relevant paperwork in digital job folders.
Obtain credit applications from new customers and submit them to corporate for approval of credit extensions.
Ensure active projects have properly executed agreements.
Invoice clients for work performed and for damages or missing equipment, following executed agreements and prescribed formats.
Manage the lien and bond process, including timely execution of written notices required by job type.
Enter vendor bills into the financial software after verifying them against purchase orders and packing slips, following written procedures.
Collect credit card receipts, reconcile them to statements, and enter them into the financial software.
Obtain employment, disciplinary, attendance, and termination paperwork and provide it to corporate HR appropriately.
Assist with payroll processing and per diem reimbursement, ensuring labor is assigned to the appropriate work order number.
Maintain DOT records by verifying employee licenses for company vehicle operation; collecting driver logs, daily inspections, annual inspections, and six-month records; and reporting driver non-compliance to the Branch Manager.
Assist corporate with insurance claims by initiating and submitting claim paperwork.
Prepare documents, reports, and required filings in approved formats.
Manage multiple projects and resolve conflicting deadlines.
Represent the company to visitors and guests.
Receive and process incoming phone calls.
Perform basic business functions using computers, telephones, copiers, calculators, business software, and accounting software.