Job Title: Office Manager

Location: In office (12650 Highway 67, Lakeside CA 92040)

Hours: Full-time, Monday through Friday, 7:00 AM to 3:30 PM (with occasional flexibility for team needs or special projects requiring overtime or Saturday hours)

Job Description: Our Office Manager plays a crucial role in ensuring the efficient functioning of our organization by overseeing various administrative tasks and managing office resources. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages office supplies, schedules meetings and appointments, upkeeps company finances, and provides general administrative support to employees. Since this position reaches all personnel at the company, a positive attitude starts with the Office Manager and is an absolute must. 

Responsibilities:

Administrative Management/Record Keeping & Documentation

• Oversee and coordinate company procedures/policies 

• Review and evaluate current policies

• Ascertain necessary additional procedures and implement them 

• Provide consistent attention to required safety procedures/policies

• Importance of keeping company compliant with various policies 

• ex: safety - heat illness injury prevention program

• Remain updated on local labor laws and regulations or legal requirements that relate to the workplace

• Assist in establishing company priorities and ensuring deadlines are met 

• Maintain a complete and accurate calendar with all company bid due dates and other important deadlines

• Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies

• Maintain office files and records, ensuring they are up-to-date and properly organized

• Ensure data integrity and confidentiality

• Maintain a safe, secure, and pleasant work environment

Human Resources

• Assist with onboarding new employees

• Assist with offboarding employees

• Ensure proper procedures are followed

• Manage employee records

• Provide proper documentation for write-ups and complaints

Financials/Budgeting 

• Accounts Payable

• Accurately enter payable information into accounting system

• Pay all company invoices and expenses in a timely manner

• Maintain proper communication with all vendors

• Reconcile vendor statements monthly

• Accounts Receivable

• Create complete monthly billings in a timely manner

• Follow up with outstanding invoices

• Maintain professional and courteous relationships with company customers 

• Petty cash

• Enter all transaction into log book

• Enter all transaction into accounting system

• Balance and reconcile petty cash

• Ensure receipts and other avenues of documentation are received and filed

• Bookkeeping

• Enter all company transactions from the checking account, payroll account, and credit card

• Properly job cost and assign expenses

• Perform monthly reconciliation of each account

• Run monthly financial reports

Payroll

• Provide complete certified payroll reporting to both customers and DIR

• Maintain updated on proper prevailing wage rates and changes

• Provide weekly hours to third-party payroll company

• File weekly payroll runs

• Maintain accurate and complete files for every payroll run

• Correctly assign worker compensation codes to each employee’s hours for the week

Insurance Assistance

• Complete monthly worker’s compensation reports

• Accurately total the hours worked at each code and their dollar amount based on the workers wages

• Assist with annual renewals of general liability, workers comp., excess umbrella, equipment rental, and auto policies

• Complete any and all insurance audits

Support and Coordination

• Provide administrative support to senior management and other staff

• Assist owner with administrative tasks

• Schedule and coordinate meetings and appointments for managers or supervisors

• Prepare and edit correspondence, reports, memos, forms, and presentations

• Organize and pick up company lunches

Correspondence and Communication

• Handling emails, phone calls, and other forms of communication, ensuring timely and professional responses

• Serve as the main point of contact for customers and vendors

Problem Solving

• Addressing issues and concerns raised by staff or clients, finding solutions and ensuring satisfaction

Requirements and Skills:

• Proficiency in MS Office (Excel, Word, PowerPoint)

• QuickBooks

• Excellent organizational skills  

• Excellent time management skills

• Strong written and verbal communication skills

• Strong attention to detail 

• Problem-solving skills

• Ability to multitask and prioritize work

• Strong initiative and self-managing skills (high autonomy)

• Easily adaptable

• Interpersonal skills to interact effectively with all levels of staff and external contacts

Education, Experience, and Licensing Requirements

• High school diploma or equivalent

• Degree in Business Administration, Human Resources, or a related field

• Certification in office management or administration

• Any of the following certifications: Certified Administrative Professional (CAP), Microsoft Office Specialist (MOS), Project Management Professional (PMP), Six Sigma Certification

• Hiring Experience

• Experience Developing Standards

• Managing Supplies & Inventory

• Accounting

• Administrative Experience

• Management Experience

• Clerical Experience

• Knowledge of HR Management

Company Benefits:

• Competitive salary with performance incentives

• Professional development opportunities

• Flexible schedule

• PTO

• Company lunches

Application Information: Are you ready to bring your organizational skills and leadership qualities to a company that values your contributions? Apply today to join our inclusive, forward-thinking team. Please submit your resume and a cover letter detailing your experience and goals to toddmwood68@gmail.com or apply below. For questions or updates on your application, contact us at (619) 212-5473. We look forward to welcoming a proactive and passionate office manager to our growing team.