Office Manager

Superior Environmental Solutions•Decatur, IL

13d•Onsite

About The Position

The Office Manager provides administrative support to the Branch Manager, under minimum supervision, to ensure accuracy, timeliness, and controls related to invoicing, payroll, and management information. The role also supports the ongoing profitability of the Decatur, Illinois branch. The position includes coordinating operational records and office processes, supporting employees and vendors, and meeting company deadlines. The physical demands include regular talking or hearing; frequent use of hands or fingers to handle or feel objects, tools, or controls; and occasional standing, walking, sitting, reaching, and lifting or moving up to 25 pounds. Close and distance vision and the ability to adjust focus are required. The work environment is usually low to moderate in noise. Reasonable accommodations may be made for individuals with disabilities.

Requirements

At least 2 years of experience in accounting and finances, revenue, and/or general business operations administration.
Strong customer support orientation for internal and external customers, a professional demeanor, and the ability to maintain confidential information.
Strong organization and planning skills, with the ability to work independently and exercise sound judgment and problem-solving.
Demonstrated ability to manage projects.
Ability to prioritize tasks and handle sensitive information with sound judgment and confidentiality.
Excellent communication, interpersonal, and presentation skills.
Strong analytical, multitasking, presentation, and teamwork skills.
Ability to work as a team member individually and collectively.
Excellent software skills, including Microsoft Office, and proficiency in other areas of office work.
Excellent customer service skills and strong verbal and written communication skills.
Experience working in a fast-paced environment.
Ability to talk or hear regularly and use hands or fingers frequently to handle or feel objects, tools, or controls.
Ability to stand, walk, sit, and reach with hands and arms occasionally, and to lift or move up to 25 pounds occasionally.
Close vision, distance vision, and the ability to adjust focus.

Responsibilities

Enter information in Salesforce to capture equipment, labor, and materials used on jobs.
Ensure all jobs scheduled by operations staff are captured in Salesforce.
Track employee hours and run daily and weekly labor utilization reports to help ensure accurate pay.
Dispatch tickets to operations staff for upcoming jobs.
Work with the Branch Manager to order supplies.
Make travel accommodations for employees.
Issue purchase orders in a timely manner.
Clear bill and purchase order approval dashboards daily.
Ensure customer tickets are signed when necessary and accurately reflect items used.
Meet daily, weekly, and monthly company deadlines.
Respond promptly to team members and vendors, and resolve invoice queries and related questions or issues in a timely manner.
Maintain records of tickets and manifests for each job.
Support the branch employee uniform rental program, including placing orders, maintaining inventory, tracking and reporting totals for billing, and communicating changes with the account representative and HR.
Assist with collection of outstanding customer accounts receivable.
Perform other duties as assigned by management.