Office Manager

Ironclad Powered by Mersino•Fort Lauderdale, FL

5d•Onsite

About The Position

The Office Manager manages, evaluates, and executes the branch’s daily administrative functions. The role supports invoicing and collection efforts, accounts payable, personnel administration, and timely information exchange with corporate administrative personnel. It also handles branch paperwork, project agreements, customer credit applications, financial-system entries, payroll support, DOT records, and insurance claim paperwork. The position requires preparing and processing documents, managing multiple projects and deadlines, representing the company to visitors, handling incoming calls, and performing routine business tasks using computers, office equipment, and business and accounting software. The manager is expected to maintain a professional demeanor, communicate effectively, and work a flexible schedule as needed to meet job requirements.

Requirements

Associate degree in Accounting, Business Administration, or a related field preferred.
Planning and organizational skills to handle 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 daily internal paperwork required to operate the branch.
Ensure timely employee paperwork, employee compensation processes, inventory and asset management, and invoicing.
Enter data, scan documents, and file relevant paperwork in digital job folders.
Obtain credit applications from new customers and submit them to corporate for credit approval.
Ensure active projects have properly executed agreements.
Invoice clients for work performed, damages, and missing equipment in accordance with executed agreements and prescribed formats.
Manage the lien and bond process, including timely written notices as 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 required personnel paperwork for employment, disciplinary actions, attendance, and termination, and provide it to corporate Human Resources appropriately.
Assist with payroll processing and per diem reimbursements, ensuring labor is assigned to the appropriate work order number.
Maintain DOT records by checking employee licenses for company vehicle operation, collecting driver logs and daily inspections, tracking 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.