Office Manager

Office Manager - Espanola Office

(Permanent, Full Time)

JOB SUMMARY

The Office Manager supports Senior Management team in day-to-day functioning through general office support, financial management, and administrative support. The Office Manager maintains a positive working environment through organization and support of team members.

Primary duties include working with Senior management team to prepare larger customer quotes, assisting team with daily bookkeeping, oversee payroll and benefits administration and support other administrative team members with daily tasks. The Office Manager should be a team player and step in to support the local team as needed to ensure daily operations are running smooth and seek ways to find efficiencies in current processes.

The Office Manager reports directly to the CFO and must have strong people skills, be able to manage a wide variety of administrative and clerical tasks, and be proficient with computers and the use of
Microsoft Office software, including Word, Excel, PowerPoint

RESPONSIBILITES

1 Complete Financial Activities and Maintain appropriate financial records:

- Assist team with general bookkeeping duties including Accounts Payable, Accounts

Receivable.
- Ensure work complete is properly invoiced to clients.
- Oversee and review weekly payroll function for accuracy.
- Maintain accurate daily accounting records.
- Reconcile month end accounts for CFO review and make adjustments as necessary
- Assist CFO with year-end audit requirements

2 Office Management and Administration
- Work with Senior Management to prepare and submit contract proposals
- Coordinate and ensure all customer reporting requirements are fulfilled as specified and that reports submitted on time
- Primary point of contact for key customers.
- Coordinate with team to ensure all jobs are completed in a timely and efficient manner.
- Implement, manage and maintain record keeping, confidential personnel files, purchasing and inventory control systems
- Assist with Human Resources management: recommend and implement policies and procedures, manage benefits administration, recruitment, orientation, and training of staff
- Manage office equipment, maintenance and service contracts and systems
- Coordinate with team to Manage technology and telecommunications systems and provide general support to staff
- Create and maintain an administrative filing system and practices
- Maintain an inventory of office supplies and equipment
- Perform other duties as may be assigned

3 Supervise Administration staff
- Supervision and coordination of office support staff.
- Ensure that everyone is treated with respect and dignity.
- Termination and disciplinary decisions must be referred to the Owner/CFO for approval.
- Monitor quality of work, take part in performance reviews, and assess training needs.
- Oversee facility maintenance contracts including cleaning, security, repairs etc.; and, oversee coordination of schedules, efficient work distribution and relief needs as
- required.

4 Other duties as assigned

JOB REQUIREMENTS

Education
- Undergraduate degree or community college diploma in Business Administration, or equivalent experience

Knowledge / Experience
- 5-10 years’ experience working in an office environment.
- 3-5 years’ working as a manager in an office setting.
- Experience working with Sage 50 Accounting or other account software packages would be an asset
- Strong working knowledge of Microsoft Office, including Outlook, Word, Excel and

Powerpoint

**Skills**:

- Ability to take initiative, problem solve, and make decisions within job scope
- An understanding and experience of a fast-moving workplace environment, superior
- written, and oral communication skills.
- Strong track record of customer service and effective people skills.
- Excellent time management and organizational skills with strong attention to detail
- Ability to work well under pressure and multi-task without supervision
- Ability to work independently as well as collaboratively in a positive team environment

WORKING CONDITIONS

Physical Demands
The Office Manager will spend long hours sitting and using office equipment and computers, which can cause muscle strain.

Environmental Conditions
The Office Manager will be located in a busy, open area office and is faced with constant interruptions and must meet with others on a regular basis.

Sensory Demands
The Office Manager must spend long hours in intense concentration. The Office Manager must also spend long hours on the computer entering thorough information which requires attention to detail and high levels of accuracy.

Mental Demands
There are a number of deadlines associated with this position, which may cause significant stress. The Office Manager must also deal with a wide variety of people on various issues.

**Salary**: $28.00-$35.00 per hour

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Life insurance
-