Office Manager

Here at Collins Electrical Company, Inc. we are committed to making our company a great place to work. We want to ensure our employees are healthy, have a good work-life balance and have the support to further their careers and ensure their long-term financial stability.  At the heart of our company are the core values that continuously guide our actions and decisions. Family, Loyalty, Passionate, Integrity, Innovation, Respect for People and Socially Conscious are the values we uphold to create positive culture, retain top talent, and earn trust and respect from customers and partners.

Job Purpose

The purpose of the Office Manager is to oversee the administrative functions of the branch to ensure accuracy, timely completion, and compliance with company policies, government regulations, and accounting principles. This role includes managing office staff, supervising administrative processes, maintaining internal controls, and supporting the Branch Manager and Senior Management with administrative needs. The Office Manager will also handle customer and vendor relations, provide interdepartmental support, and participate in continuous improvement initiatives to enhance operational efficiency. Additionally, the Office Manager assists with employee relations issues in collaboration with the Branch Manager and Human Resources. Responsibilities may vary by location based on specific branch needs, size, and organizational requirements, with flexibility to adapt to the unique demands of each site while upholding the company's core values in all interactions and decision-making processes.

What You'll Do

• Oversee administrative functions for the branch, including payroll, accounts payable, accounts receivable, contracts, and other office processes to ensure accuracy, timely completion, and compliance with company policies, branch processes, and accounting principles.
• Manage payroll processing for both administrative and field employees, including verifying accuracy, resolving discrepancies, printing and distributing weekly payroll, and addressing payroll inquiries.
• Communicate employee status changes, special work hours, and pay rates in coordination with local IBEW and union halls as needed.
• Serve as a liaison between employees, the payroll department, and local union halls, ensuring labor compliance is maintained at all job sites.
• Ensure compliance with all government regulations and internal company policies.
• Recommend, establish, and implement internal controls to maintain compliance with policies and procedures.
• Manage the timely processing of accounting and job cost information to ensure internal controls are maintained and deadlines are met.
• May update the monthly progress billing log and prepare target invoices for tracking.
• May run and manage the accounts receivable report bi-weekly and report findings to upper management.
• Provide guidance in the supervision and management of office staff, including hiring, training, and developing.
• May evaluate receptionist and other administrative or clerical personnel to ensure productivity and employee engagement.
• May manage and coordinate the onboarding process for new field hires and oversee the termination process in compliance with company policies.
• Monitor apprentice rotations, ensuring compliance with training requirements and timelines, as required by the location.
• Oversee and track DIR certifications for clearance, expirations, and renewals.
• May coordinate backup support for receptionist role and ensure adequate staffing levels.
• Assist with employee relations issues, working in collaboration with the Branch Manager and Human Resources to address and resolve concerns promptly and professionally.
• Create, run, and distribute job cost reports as required or requested.
• Assist in the filing of all the branch’s sub-certified payroll documents and communicate company policies on behalf of the Branch Manager.
• Participate in branch meetings and provide updates on business administration processes and procedures.
• Serve as the primary contact for external vendors, suppliers, and customers, handling inquiries and resolving complaints.
• Make accounts receivable collection calls on outstanding contract and service order receivables. . 
• Assist the purchasing department with data entry and other administrative tasks as needed.
• May manage schedules, communications, and travel arrangements for the Branch Manager, including light personal assistance.
• May assist with business trip bookings and coordinate travel/events for the Branch Manager.
• Provide administrative support to the Branch Manager and Senior Management, including meeting scheduling and HR functions, as needed.
• May organize periodic team-building events, from catered lunches to after-work gatherings.
• Perform any other job-related duties or function as assigned by management.
• Accountable for leading efforts in implementing continuous improvement initiatives and methodologies to improve processes and increase efficiency.
• Participate in CECI Continuous Improvement events as needed (ex: JDI, RIE & A3's)
• Maintain SOP’s (Standard Operating Procedures) for compliance practices and other associated functions.
• Demonstrates and represents company core values in daily actions, interactions, and decision-making processes.
• Integrates the company core values into work practices, ensuring that they are reflected in the tasks you undertake, projects you manage, and solutions you provide.
• Proactively seek ways to enhance and strengthen the integration of core values within direct role and the entire enterprise.

What You'll Bring

• High School Diploma or equivalent required.
• Bachelor’s degree in business administration, Accounting, or a related field preferred, or an equivalent combination of education, technical training, and related work experience.
• Minimum of 3 years of progressively responsible office experience, demonstrating a blend of administrative, supervisory, management, accounting, and analytical skills.
• Ability to lead, motivate, and develop office staff to ensure high levels of productivity and employee engagement.
• Strong verbal and written communication skills to effectively interact with team members, management, customers, and external vendors.
• Proactive in identifying challenges and developing innovative solutions to improve processes and address issues.
• Excellent interpersonal skills to build relationships, manage conflicts, and collaborate effectively with diverse teams.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment
• High level of accuracy and attention to detail in managing financial records, reports, and other administrative tasks.
• Flexible and open to change, able to adjust to shifting priorities and branch-specific needs.
• Skilled in handling employee relations issues and resolving conflicts in a fair, timely, and professional manner.
• Strong commitment to providing excellent service to both internal and external customers, resolving issues promptly, and maintaining positive relationships.
• Demonstrates integrity, trustworthiness, and the ability to handle sensitive information with discretion.
• Proactively seeks opportunities to enhance processes and increase efficiency, demonstrating a commitment to continuous learning and development.
• Understanding of general business practices, including financial management, budgeting, and accounting principles.
• Knowledge of office management practices, procedures, and tools, including experience with scheduling, reporting, and data management.
• Familiarity with basic HR principles, including hiring, onboarding, training, employee relations, and compliance with employment laws and regulations.
• Understanding of government regulations and compliance requirements relevant to business administration and office management.
• Ability to manage accounts payable, accounts receivable, and job costing processes with a strong understanding of financial principles and internal controls.
• Proficiency in generating, analyzing, and interpreting reports to support decision-making and provide insights to upper management.
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and accounting software or ERP systems.
• Ability to identify opportunities for process improvement, develop effective solutions, and implement changes that enhance operational efficiency.
• Skilled in managing relationships with vendors, suppliers, and customers to maintain service quality and resolve inquiries or complaints.
• Ability to clearly communicate company policies, procedures, and updates to staff and stakeholders.
• Capable of managing projects and tasks effectively, coordinating resources, setting priorities, and ensuring deadlines are met.
• Ability to monitor and track compliance certifications, ensuring timely renewals and adherence to regulatory requirements.

Benefits

• Competitive salary with opportunities for growth and advancement
• Comprehensive health, dental, and vision insurance plans
• 401(k) retirement savings plan with employer match
• Generous paid time off and holiday pay

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.