What are the responsibilities and job description for the OFFICE MANAGER position at Auto-Fit Inc?
JOB DESCRIPTION: OFFICE MANAGER
JOB TITLE: Office Manager
EMPLOYER: Auto-Fit Inc
DEPARTMENT: All DEPARTMENTS
REPORTS TO: Upper Management
SUMMARY: Manages and coordinates office and warehouse operations and activities.
OFFICE MANAGER DUTIES AND RESPONSIBILITIES:
- Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, filing systems, supplies, and staffing.
- Orders and maintains office supplies and inventory.
- Maintains office equipment; negotiates and monitors purchase and lease contracts.
- Analyzes and maximizes office productivity.
- Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow.
- Develops and manages a central filing system including archives and vendor files.
- Establishes and monitors uniform correspondence procedures and style practices.
- Develops and monitors office budget; ensures office activities are conducted within budgetary restrictions; initiates cost reduction programs.
- Manages office(s) security system.
- Prepares reports and correspondence as needed.
- Negotiates and maintains contracts with outside vendors.
- Manages office petty cash fund and reimbursement procedures.
- Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
- Hires, trains, supervises, motivates, and develops office staff; manages schedules and workflow.
- Assigns duties and monitors quality of work; assures staff conforms to organizational policies and procedures and government regulations.
- Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
- Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
- HR generalist and some HR activates
- Safety and OSHA 300 compliance
- Performs other related duties as assigned by management.
OFFICE MANAGER SUPERVISORY RESPONSIBILITIES:
- Directly supervises 20 employees within the 5 department(s).
- Indirectly supervises 200 employees within the 5 department(s).
- Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
- Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
OFFICE MANAGER QUALIFICATIONS:
- Bachelor’s degree (B. A.) or equivalent, two to four years related experience, or equivalent combination of education and experience.
- Basic competence in duties and tasks of supervised employees.
- Excellent verbal and written communication skills.
- Commitment to excellence and high standards.
- Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
- Ability to work independently and as a member of various teams and committees.
- Acute attention to detail.
- Ability to deal effectively with a diversity of individuals at all organizational levels.
- Good judgment with the ability to make timely and sound decisions
- Demonstrated ability to plan and organize projects.
- Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
- Proficient in HR platform, Training videos program, Microsoft Office
- Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
- Bilingual skills are a plus.
OFFICE MANAGER COMPETENCIES:
- Problem Solving--Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
- Delegation--Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
- Leadership--Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
- Managing People--Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.
- Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
- Business Acumen--Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
- Cost Consciousness--Works within approved budget; Develops and implements cost-saving measures; Contributes to profits and revenue; Conserves organizational resources.
- Motivation--Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
- Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
- Quality--Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Quantity--Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly.
- Innovation--Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
OFFICE MANAGER PHYSICAL DEMANDS AND WORK ENVIRONMENT
- Continually required to stand
- Continually required to walk
- Continually required to sit
- Continually required to utilize hand and finger dexterity
- Continually required to talk or hear
- Occasionally required to lift/push/carry items less than 25 pounds
- Continually loud noise (examples: metal can manufacture, large earth-moving equipment)
- Continually very loud noise Phones
OFFICE MANAGER BENEFITS
- Vacation
- PTO
- Medical, Vision, Dental Insurance
- 401K
- Employees Discounts
