Office Manager

Role Summary :

This position will be responsible for managing the back-office functions of a local area company office. The Office Manager oversees, coordinates and or processes all Human Resources, Billing and Accounts Payable related functions. The individual in this role works directly with the operations manager to ensure that daily, weekly & monthly tasks are completed on time. In addition, the Office Manager serves as a liaison between the local back-office functions and the corporate office back-office functions.

Role Priorities :

• Process invoices / billing at local operational locations
• Resolve and troubleshoot customer invoice disputes
• Ensure compliance with customer billing requirements
• Review and QA customer invoices on Aging Report(s) and coordinate late collections with the corporate office and provide appropriate back up
• Ensure compliance with Company credit policies and procedures
• Understand and facilitate month, quarter, and year-end close process and schedules
• Coordinate 1099 vendor requirements
• Generate and review local office P&L reports
• Scan vendor invoices into ImageNow to initiate AP processing
• Create / Issue, code track POs (Purchase Orders) and match to vendor invoice
• Coordinate candidate Drug & Alcohol testing
• Facilitates candidate pre-hire and employee new hire process and ensures compliance with HR guidelines
• Assist with location’s Drug & Alcohol Test Pool audits and maintenance
• Maintain accurate and complete employee census for location
• Assist HR matters concerning employee benefits and personnel issues
• Collect and enter employee time into payroll time tracking system
• Ensure all payroll schedules are met
• Coordinate expense reimbursements and all payroll / employee status changes
• Manage and account for local office petty cash accounts
• Issue employee Per Diem balances and ensure compliance with company policies
• Ensure P-card processes are being followed
• Assist in local inventory and asset tracking and controls
• May assist with DOT permitting procedures
• Assist in completing various vendor MSA (Master Service Agreement) requirements
• Assist in maintaining vehicle licensing, vehicle folders (titles, invoices, MSO, and registrations)
• Order and maintain sales and marketing materials / items for customers
• Oversee / manage all mailing and shipping vendors and related activities
• Order and maintain office supplies, stallion stationary, and branding inventory and materials
• Enter job sheets, credit memo, invoicing in RTMS system (invoicing system)
• Create and submit AFE’s (Authorization for Expenditure) for local office
• May supervisor a team consisting of billing, payroll, and office assistants and personnel
• May arrange and coordinate travel schedules and reservations
• Order and maintain supply and company branding inventory
• May create or assist in creating customer bids and proposals

Essential Skills and Experience :

Education or Certification required :