Office Manager
5 months ago
Overview:
As the Office Manager for our restoration company, you will play a pivotal role in ensuring the smooth and efficient operation of our administrative functions. You will be responsible for managing office procedures, coordinating administrative tasks, and providing support to various departments within the company. Your organizational skills, attention to detail, and ability to multitask will be crucial in maintaining a productive and harmonious work environment.
Key Responsibilities:
**Administrative Management**:
Oversee daily administrative operations.
Develop and implement efficient office policies and procedures to streamline operations and enhance productivity.
Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
Manage and track company credit cards, fuel cards, and employee expense reports.
Provide support to the Project Management team.
Other general office duties as required.
**Human Resources Support**:
Track employee time sheets and ensure accurate recording of hours worked for payroll processing.
Assist with payroll processing. Access WCB clearance letters for vendors and subcontractors.
Assist with recruitment process by posting jobs, booking interviews, and completing new hire packages. Support the onboarding process.
Manage and maintain company training.
**Financial Administration**:
Review purchase orders, contracts, and other supporting documentation to validate invoice charges.
Process vendor invoices and ensure accurate recording of expenses in the accounting system.
Coordinate with procurement and receiving departments to verify receipt of goods and services.
Schedule and prioritize vendor payments based on payment terms, discounts, and cash flow considerations.
Address client/vendor inquiries and discrepancies regarding invoices, providing detailed explanations and resolving issues in a prompt and professional manner.
Reconcile credit card statements, expense reports, and employee reimbursements to ensure compliance with company policies and expense guidelines.
Compile expense data and prepare reports for management review, providing insights into spending patterns and cost-saving opportunities.
Generate and distribute invoices to clients based on completed projects and services provided.
Record and reconcile customer payments received via various methods such as cheques, credit cards, and electronic transfers. Update accounting records accordingly.
Monitor accounts receivable aging to ensure timely collection of outstanding balances.
Prepare bank deposits and ensure timely submission to financial institutions.
**Qualifications**:
Degree or Diploma in Business Administration, Management, Accounting or related field preferred.
Experience in office management or administrative role, preferably within the restoration industry.
Proficiency in Microsoft Office365 and QuickBooks Enterprise is considered a strong asset.
Familiarity with restoration industry software such as Dash, Xactanalysis, and Claims Connect is preferred.
Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
Excellent communication and interpersonal skills, with a customer-oriented approach.
Attention to detail and problem-solving abilities.
Knowledge of basic accounting principles and financial management.
Ability to maintain confidentiality and handle sensitive information with discretion.
**Benefits**:
Competitive salary commensurate with experience. Please include salary expectations in cover letter.
Comprehensive health benefits package.
Dynamic and collaborative work environment with a focus on teamwork and mutual respect.
**About ServiceMaster Restore**
As a top Property Restoration contractor in Manitoba, we specialize in the remediation and rebuild of properties damaged by water, fire, mould, asbestos plus much more.
**About ServiceMaster Restore**:
As a top Emergency Restoration company in Manitoba, we specialize in the remediation and rebuild of properties damaged by water, fire, title claims, mould, plus much more.
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