Office Manager

7 months ago

Powell River, Canada RONA Powell River Full time

**GENERAL RESPONSIBILITIES**

Overall, the Office Manager is responsible for the Financial and Administrative Functions and Systems of the store. In addition, responsibilities include store training, supervising and leadership of all office and cashier related activities, preparation of all financial statements, reports and bi-weekly payroll.

**OPERATING RELATIONSHIPS**

The incumbent reports directly to the company Controller and works very closely with the Store Manager and other key personnel as necessary. The incumbent will be in regular contact with office personnel, Department Managers and other staff with regard to various operational and administrative procedures.

**SPECIFIC RESPONSIBILITIES**
- **SUPERVISING AND LEADERSHIP**
- Supervise and manage the office and employees
- Supervise, train, and manage Head Cashier, cash administration and other staff according to store policies and established customer service standards.
- Lead without exception “by example” in maintaining a professional and competent image
- **OFFICE MANAGEMENT**
- Develop and implement appropriate office procedures that will enhance efficient and effective operations
- Develop and implement new and improved solutions to work problems
- Ensure open and effective lines of communication through available communication media.
- Maintain a standard of excellence, as well as a professional and friendly image in all undertakings
- Ensure the Office and associated Filing Systems are professionally maintained, organized and easily accessible
- **FINANCIAL MANAGEMENT**
- Monitor, Report and Assist with managing the Cash Flow, Banking, Systems and Security Concerns of the business
- Prepare monthly financial statements and assist with the Annual Preparation of Financial Statements and Inventory Audit with our Accountants.
- Prepare budgets and other cost/performance analysis schedules as and when required to alert and assist company Controller in management or performance analysis.
- **PAYROLL**
- Complete bi-weekly payroll, detailed payroll analyses and manage all other payroll matters
- Prepare weekly salary totals, comparative salary reports, annual payroll budgets and ongoing discrepancy investigations
- Ensures all employee files are kept confidential, complete and up to date including ongoing performance reviews and pertinent file notes (eg. disciplinary documentation)
- Administers group employee benefit plan ensuring adherence to all procedures
- Coordinates all HR requirements
- **ADMINISTRATION & CUSTOMER SERVICE**:

- Assists all staff and management when and as required
- Process all Accounts Payable for payment on a timely basis and ensure accurate coding to appropriate period and G/L accounts
- Supervise the administration of accounts receivable, including Credit Approvals, Administration and Collections
- Ensure all A/R customer statements are sent out monthly and on time
- Supervise and maintain office filing (systems and physical data storage)
- Make regular bank deposits, as required
- Coordinate the Occupational Health and Safety program for the Store. Report all safety and security infractions to the HR Head and Store Manager
- Process all in-coming mail
- Orders office supplies as required
- Maintain policies and contribute to an ongoing atmosphere of superior and outstanding customer service from all staff
- Projects a professional and friendly image in all undertakings especially in regards to the office environment
- Answers all telephone calls as required and provides courteous reception service to all customers
- Provides cashier assistance
- Takes a leadership role to ensure an ongoing atmosphere of superior and outstanding customer service from all staff and customer service support whenever required

*
- **PLANNING & SYSTEMS**

The Office Manager is expected to be fully trained, knowledgeable and conversant with the store computer system and acts as the store’s Team Leader in updates and the coordination of training programs.
- Participates in management meetings and operational planning
- Manages and directs the cashier and office group in daily readiness for business and all promotional / credit “campaigns”
- Develops and trains specified team members to enable delegation and necessary efficiency in Office Related Functions
- Coordinates Training Programs for all staff to include Induction, WHMIS, Pesticide, Forklift, TDG, and other training, as required.
- **OTHER RESPONSIBILITIES**:

- Punctual and ready to start shift prior to scheduled time
- Strict adherence to dress code and grooming standards
- Ability to adjust to deadlines and priorities is essential in order to achieve daily objectives

**SUMMARY**

The Office Manager holds a Senior Management position in our store as well as a leadership role with regard to all office activities, ensuring accurate and efficient administration at all times.

The Office Manager recognizes the priority to develop and train team members to enable ongoing de

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