Office Administration Operations Lead

The Office Administration Operations Lead plays a key role in ensuring smooth operations across multiple departments, requiring strong collaboration, adaptability, and problem-solving skills. This highly interactive role involves working closely with teams and leadership to meet daily, weekly, and monthly goals while adjusting to shifting priorities with minimal guidance. Attention to detail is essential, as the position requires navigating ambiguity and handling multiple responsibilities that evolve with business needs. Cross-training in various functions allows the Office Administration Operations Lead to provide added value and troubleshoot challenges effectively. Working alongside the Director of Business & Accounting and executive leadership, this role focuses on maintaining operational excellence. Flexibility is important, as natural overtime may occur during peak seasons. This position is ideal for someone who thrives in a dynamic environment, enjoys variety, and can balance technical expertise with strong interpersonal and leadership skills.

Managed Mobile, Inc. is the market leader for commercial fleet maintenance in California, Texas, and Nevada.

Our core focus is developing great people, delivering a great client experience, and building a great company.

Core Role Concentration

Office Management

• Keeping office equipment and supplies stocked including inventory for out-of-state locations; Managing the organization and cleanliness of the office appearance.
• Manage day to day operations ensuring a smooth workflow and creating efficient processes.
• Schedule and coordinate meetings, appointments and events as needed.
• Manage confidential correspondence related to accidents and incidents
• Process and manage communications relating to clients, vendors, and government agencies.
• Maintain IT and Office policies and procedures to ensure compliance with company standards
• Sort, distribute and file incoming and outgoing mail
• Assist with business cards, flyers, merchandise with some possible insight into website updates or social media posts
• Assist the sales team as needed with client setup and updating existing clients
• Demonstrate flexibility and an ability to respond timely, professionally and effectively to team members, management and external parties.
• Ability to assess problem situations professionally and generate workable solutions to resolve the problem
• Assist and support ad-hoc projects as needed
• Provide backup support for front desk support including phones as needed.
• Support Sales department with purchasing of business cards, brochures, and other marketing material
• Support in various team events with decoration and set up
• Foster and uphold the office culture and core values.
  
  
  

Accounting

• Assist with month-end reporting and monthly audits
• Assist with credit card reconciliations w credit card accounts
• Verify monthly statements and transactions with vendor accounts
• Assist with entering client payment and deposits in Quickbooks checks, ACH, credit card, 3rd party payments.
• Process 3rd party client accounts for payment (Open, Update and Close Purchase Orders)
  
  
  

IT Support

• Assist our IT management company, ‘Method Technologies’ with various troubleshooting as needed
• Create improvements to efficiency with business processes to limit downtime
• Support all departments with any IT product needs and manage the inventory accordingly
  
  
  

Qualifications & Requirements

• Demonstrate an ability to effectively communicate with all levels of employees, management, clients and vendors
• Demonstrate intermediate skills with computer applications. (ADP, Quickbooks, Microsoft Word/Excel/Outlook, TMW, and ACT
• Demonstrate a high level of confidentiality and unbiased decision making
• Must be able to multi-task while executing required tasks
• High degree of organization and ability to work in a fast paced environment
• The desired candidate converses with a positive attitude when working with their team members, towards company clients, vendor, suppliers, and all walk-in representatives
• Demonstrates the ability to establish and maintain an organized daily work structure, maintain a constructive and positive demeanor, effectively manage internal/external demands, and be able to apply common sense,prioritize, and analyze in a fast paced environment. (ex. Urgent client needs, incoming calls, assignment deadlines)
  
  
  

Paid Medical / Dental / Vision For Employee; Paid Vacation Days / Paid Holidays / 401 (K) with Company Match

Managed Mobile is an equal opportunity employer. Managed Mobile prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

**NOTE ANY OFFER OF EMPLOYMENT BY MANAGED MOBILE, INC. IS CONTINGENT ON THE APPLICANT'S ABILITY TO PASS A PRE-EMPLOYMENT DRUG SCREEN, PHYSICAL EXAM, AND BACKGROUND CHECK.**