Office Manager

3 weeks ago

Newmarket, Canada Burke's Restoration Full time

**Title**:Office Manager

**Location**:Newmarket - 1235 Journey’s End Circle

**Reports to**:Owners, Branch Managers, Estimators

**Overview**

The Office Manager at Burke’s is responsible for overseeing all office related duties. They will ensure jobs are completed on time and are of good quality. The Office Manager will be the main point of contact for customers and adjusters through the emergency process.

**Responsibilities**:
**Office Manager**:

- Handle all incoming calls and direct to appropriate party
- Be the main point of contact with the customer and adjusters in any inquiries about their claim in the absence of their project manager
- Assist with scheduling employees and acting as a liaison with the customer
- Assist all contractors with the scope of work in the absence of the project manager - understand what needs to be completed
- Ensure all documents required for emergencies are properly filled out and signed by the customer. (Emergency summary form, authorization to work, etc.)
- Maintain and organize disposal and record sheets
- Use Encircle to input and keep track of records, as well as run reports (24HR, Schedule of Loss, Summary Reports, etc.)
- Assist Project Managers in administrative tasks (i.e. Work Authorizations, COC, Collecting Deductibles, etc.)
- Maintain daily record of claims in Google Docs
- Run job cost reports on Jonas and complete analysis of job standing (revenue vs. cost)
- Create invoices for the insured and issue out in a timely manner
- Completing bank deposit runs
- Handle all aspects of A/R (invoicing private and non private cases, uploading to Xactimate, posting payments and banking).
- Troubleshoot common errors with office staff computers or phones
- Maintain filing system

**HR Component**:

- Be the main point of contact for health and safety issues or employee relations (complaints, benefits, scheduling, payroll)
- Maintain employee files using the HRIS database, BambooHR
- Administer company benefits along with reviewing/changing plan design on an annual basis
- Manage the health & safety program including, but not limited to:

- Completing health and safety investigations on jobsites
- Create, review, revise and implement new and current workplace policies
- Train staff as necessary or find appropriate vendor to perform training
- Conduct performance reviews for all staff members on an annual basis or as necessary
- Research and recommend compensation strategy for all positions
- Conduct full cycle recruitment for all positions, working with recruiters when necessary
- Create, review and revise job descriptions for all positions
- Collect, verify, and report staff time records for payroll

**Skills**
- Time management
- Critical thinking and problem solving
- Planning and organizing
- Decision-making
- Excellent communication (both written and verbal)
- Team work
- Communication
- Conflict management
- Stress tolerance
- Leadership
- Excellent computer skills (MS Office - word, excel, outlook, Google Documents)
- Proficient in using estimating software (Xactimate preferred)
- Proficient in using accounting software
- Construction and Building code knowledge

**Experience**
- Degree or Diploma in Construction Management preferred
- Xactimate experience preferred
- Knowledge of accounting software (preferably Jonas)

**Work Conditions**
- Work hours:_ 8:00 am to 4:30 pm Monday to Friday with a half hour unpaid lunch
- Travel Requirements_: 2% - Minor travel required to complete bank runs

**Compensation**

Based on education, years of experience and determined on an individual basis.

**Company Description**

Burke’s is an equal opportunity employer and leading provider of fire, water and catastrophe restoration services in the greater GTA and beyond. We offer content cleaning and restoration of fire and water damaged property, as well as complete restoration and rebuilding services to buildings damaged by fire, water or natural catastrophe. Burke’s is committed to keeping it’s employees safe and has a health & safety program second to none.

**Disclaimer**

This job description may be changed to include new responsibilities and tasks or change existing ones as management deems necessary.

**QUESTIONS**:

- Do you have experience in Office Management?
- Do you have experience with Accounting Software?
- Do you have experience with the Insurance Industry?

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