What are the responsibilities and job description for the Office Manager position at BELFOR Property Restoration?

Job Description

This position also known as the business office manager, is responsible for making sure that a company's support staff is running smoothly. This position will be responsible for organizing, planning and overseeing administrative assistants, or working with one or two people in a smaller office. Office Managers make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and managing the accounting functions as they relate to entering payables, recording receivables, managing job files and communicating effectively with clients and employees.

Responsibilities

Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
Communicate effectively and timely with employees and clients on needs and updates
Manage and motivate employees through continued training and acknowledgement
Effectively address and resolve employee or client conflicts as needed
Apply as necessary and ensure compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.
Timely creation of new jobs in JD Edwards as required
Organizing and maintaining an up to date job file for Estimator / General Manager Review
Participate in Bill Review process to ensure Client Job results are appropriate
Improve employee and client retention rates through active communication and problem solving efforts
Using JD Edwards and BCS to maintain vendor list
Ensure compliance with vendor requirements
Monthly Reconciliation of AP statements
Customer file maintenance; digital database and physical file system
Attend BELFOR sponsored operations and safety training courses as required

Requirements :

Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

Manage online and paper filing systems

Oversee recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently met

Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.

Completes operational requirements by scheduling and assigning employees; following up on work results

Managing the front desk functions as they relate to phone calls, visitors and mail distribution

Accounts Payable : sorting, matching, and scanning invoices and check requests

Accounts Receivable : receiving payments from customers and depositing funds to appropriate account(s)

Comprehensive understanding of customer service, principles and practices

Work under time constraints to meet specific timelines

Attention to detail and keen sense of safeguarding other people's property and information

Qualifications

2 years general office management experience

Strong math and data entry skills

Construction or insurance industry experience preferred

Microsoft Office (strong emphasis in Word & Excel)

Ability to multitask in a fast-paced office environment

English language literacy & fluency

Oracle system experience ideal, including JD Edwards Multi-line phone system

Customer Service

Strong written and verbal communication skills

Physical Demands

Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)

Sitting for extended periods of time

Manual dexterity needed for keyboarding and other repetitive tasks

The ability to bend, crouch, or stand as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.

Responsibilities

Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards

Communicate effectively and timely with employees and clients on needs and updates

Manage and motivate employees through continued training and acknowledgement

Effectively address and resolve employee or client conflicts as needed

Apply as necessary and ensure compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.

Timely creation of new jobs in JD Edwards as required

Organizing and maintaining an up to date job file for Estimator / General Manager Review

Participate in Bill Review process to ensure Client Job results are appropriate

Improve employee and client retention rates through active communication and problem solving efforts

Using JD Edwards and BCS to maintain vendor list

Ensure compliance with vendor requirements

Monthly Reconciliation of AP statements

Customer file maintenance; digital database and physical file system

Attend BELFOR sponsored operations and safety training courses as required

Company Description

BELFOR Property Restoration is the North American leader in integrated disaster recovery and property restoration services. With more than 100 full-service offices in the U.S., we are geographically positioned to respond to almost any disaster – large or small - coast to coast. A proven track record of superior response and unmatched resources has made BELFOR the contractor of choice for damages caused by fire, water, wind or other catastrophes.

Company Description

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