Office Manager

Koch Enterprises Family of Companies•Kansas City, MO

13d•Onsite

About The Position

South Western Communications, SWC, is one trusted source for communication, physical security and life safety solutions to meet the needs of Healthcare, Education, Detention and Commercial customers. We utilize a consultative approach to conduct an in-depth needs analysis, enabling our customers to fulfill their mission critical processes. We continuously research and select only the best-in class product collection. We utilize these products to create an integrated solution with your goals and needs in mind, ensuring satisfaction and flawless integration. At SWC, we strive to exceed your expectations and invest the time and resources into every job because we care about our customers.

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, and the 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
Assisting in maintaining and updating company related documents
Processing payroll according to the company payroll schedule; verifying employee information, hours, deductions, and approvals; maintaining confidential payroll records; and ensuring timely and accurate payment
Tracking team member vacation and personal time
Monitoring accounts payable credits, subcontractor invoices, customer invoicing, and collections; maintaining complete supporting documentation and resolving discrepancies promptly
Maintaining accurate and timely accounting records, reconciling assigned accounts, investigating discrepancies, and following established approval and documentation procedures
Assisting in the budget process and managing income and expenses according to the budget as required
Calculating and processing sales commissions in accordance with approved plans, verifying supporting information, and resolving discrepancies before payment
Coordinating job-specific insurance certificates and bonds, maintaining current documentation, and communicating requirements and renewals to the appropriate internal and external parties
Building maintenance
Preparing and updating billing projections using current job information, coordinating with project and financial personnel, and communicating material changes to the CFO
Entering and maintaining approved change orders in the accounting system, verifying supporting documentation, and coordinating updates with the appropriate project personnel
Completing assigned administrative and accounting steps required to close jobs, confirming that billing and cost records are complete, and following up on unresolved items
Maintaining petty cash records, safeguarding funds, obtaining required documentation and approvals, and reconciling the account on a timely basis
Maintaining critical inventory list in accounting system
Determination of self-directed development and training
Other duties as required or assigned by company management