Office Manager

VECRA is seeking a Full-Time

Office Manager

VECRA, Inc. has a requirement for an Office Manager with 3 years of experience. The VECRA Office Manager will carry out the day-to-day tasks in support of our and Federal government, Public and Commercial clients.

COMPANY DESCRIPTION

VECRA, Inc. is a service-disabled veteran-owned small business (SDVOSB), woman-owned small business (WOSB), minority business enterprise (MBE) consulting firm implementing proven methodologies that help our clients drive growth, transform businesses, and innovate breakthrough ideas. VECRA’s extensive experience with innovative software applications, reporting systems, facilities and supply chain management, program management and staffing support services are always:

V*igilant * Efficient * Collaborative * Responsive * A*ccurate

JOB SUMMARY

Ensure smooth operations of the company and personnel, ensure customer communications and satisfaction, ensure effective use of administrative staff, equipment, and materials.

ROLES and RESPONSIBILITIES

• Assist and hire, fire, and evaluate cleaning technicians
• Hire, fire, and evaluate admin staff
• Ensure enough field technicians are on staff to service each customer and the daily demand. Have options to provide.
• Ensure enough jobs are available for available staff
• Maintain accurate attendance records, enforce attendance polies, and document infractions
• Maintain and enforce all company policies and ensure these are followed by personnel
• Ensure good interoffice relations and that communication between all parties needed to be informed are aware of any need-to-know issues.
• Arrange coverage for all administrative staff duties
• (Shared Duty) Monitor expenses, review quarterly for waste, nonessentials, outdated subscriptions, excesses, etc.
• Seek cost-savings (professional printing vs. in-house, online order vs. local, bulk vs. small quantities, cheaper companies that provide products, etc.)
• Anticipate product and chemical needs and place orders.
• Put away all product and chemicals when orders are received and enlist assistance from Office Assistant or other cleaning technician.
• Ensure the entire office is clean, orderly and free of excess debris.
• Manage maintenance, repairs by having personnel take equipment for repairs and ensure routine maintenance is being completed.
• Make recommendations for equipment upgrades, purchases, furnishings
• Plans and (or) executes office meetings, company meetings, staff celebrations
• Manages vendor relations to include wholesalers.
• Responsible for Accounts Payables and Receivables.
• Manage company insurance policies and any cost increases
• Interfaces with property management, upcoming lease renewals, and insurance renewals
• Carefully monitors customer service and satisfaction, ensures surveys are completed, addresses serious complaints, responds quickly to online reviews, in-home accidents (consults President as needed)
• Ensure staff are responding to all customers promptly, and with courtesy and care
• Responsible for historical filing and purging, daily stats and reports
• Monitor and report to the President serious changes found in routine reports (spike in cancellations, drop in sales, leads, or conversions)
• Monitor sales conversions closely (weekly), address fluctuations
• Make marketing recommendations to the President (Ideas, what’s working, not working anymore)
• Ensure daily time slots are filled, maintain daily jobs minimum
• Forecast needs of additional Leads and Cleaning Technicians and assist in posting job ads and keeping the President aware of the need(s).
• Be aware of staff morale, attitudes, conduct issues. Address pro-actively
• Hold weekly administrative staff meetings
• Arrange / Ensure weekly staff meetings with President
• Assists in producing reports at weekly / bi-weekly meetings with President (P&L, balance sheet, Business Analysis Report, weekly sales, Sales Rep reports, list of current or upcoming issues)
• Monitor and be aware of long-term changes in the marketplace, employment pool, marketing trends. Report changes to the President
• Monitor and be aware of new cleaning trends, equipment, supplies. Report to the President
• Keep up with sales tax, end of year filings, and insurance renewals
• Test new programs, products, ideas, report findings to President

QUALIFICATIONS and REQUIRED SKILLS:

• Three (3) years office management
• Basic accounting
• Use of QuickBooks Online or Desktop
• Veterans are encouraged to apply.

EDUCATION

• College degree and/or HR experience
• Relevant experience may substitute a college degree

OTHER

• Salary: $16.00 (negotiable based on skills and years of experience)
• Work Hours: 9:00am – 5:30pm
• Schedule: Monday – Friday
• Telework or Virtual: No
• Onsite Location: Martinsburg, WV
• Req Type: Full-Time

BENEFITS

We offer a competitive benefits package for full-time employees to include paid holidays, paid time off, medical and dental.

VECRA, Inc. is an equal opportunity and affirmative action employer. VECRA is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

VECRA maintains a drug-free workplace and performs pre-employment substance abuse testing and background checks, where permitted by law.

Email resumes to hr@vecrainc.com with Subject Line: Office Manager - West Virginia

Job Type: Full-time

Pay: From $16.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Martinsburg, WV 25401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 3 years (Preferred)
• Administrative experience: 3 years (Preferred)

Work Location: In person

Salary : $16 - $-1