Job description

Job description

Job Description:

The Office Manager maintains all office services for the Company by organizing office operations, controlling incoming and outgoing correspondence from the front desk, managing payroll, attending safety and staff meetings, maintaining filing, and ordering general supplies for overall clerical functions.

Bilingual (English/Spanish)

Role and Responsibilities:

· Manage reception desk, greeting visitors in a polite and professional manner

· Retrieve voicemails, answer phone calls and emails, directing them to the relevant staff

· Receive and sort incoming mail and deliveries, preparing for distribution to the appropriate staff

· Scan all vendor invoices and send them to the Vendor Relations Department daily

· Order office supplies and manage storage and distribution to employees

· Maintain all business license tracking through all regions for the company and ensure licenses are properly maintained and filed

· Assist teams with meeting room scheduling and ensuring rooms are kept in proper order for use

· Ensure office common areas are kept clean and stocked appropriately, keeping appliances and other office equipment kept in good working order

· Review and submit accurate timecards weekly

· Facilitate all accurate paperwork for new hires and separations

· Work closely with Account Managers and Safety Managers to ensure the accuracy of new hire packets

· Coordinate and organize weekly paychecks

· Keep up to date and own the branches’ timecard files and cover sheets weekly

Safety:

· Work closely with the Safety Manager, Branch Manager, and field staff to ensure that all Safety policies are being adhered to. This includes, but is not limited to drinking water, Personal Protective Equipment, reporting incidents, and documenting safety meetings

· Assisting with regular safety events

Branch Staff Meetings:

· Participate in staff meetings on a regular basis to ensure that good communication is taking place

· Assist Branch Manager in weekly staff meetings

· Be a scribe and take notes at meetings

· Distribute meeting minutes to staff and save in shared drive weekly

Other:

· Print out and distribute credit card statements from the Bank of America website

· Manage petty cash account and employee reimbursements

· Ensure all credit card reconciliations with the branches are submitted on time and accurately

· Facilitate phone and computer requests

· Submit and process vacation requests in BSS

· Process and track sick time in BSS

· Work with Accounts Receivables Manager as needed to problem-solve customer invoices

· Keep the Branch Manager informed of relevant office issues

· Remain approachable for the purpose of training and problem-solving

· Ensure staff know and adhere to company policies and procedures

· Create and maintain new electronic job files and online shared directories

· Distribute mail and correspondence

· Provide customer service to customers via phone and email as needed

· Order office supplies as needed

Additional Duties:

Billings:

· Assist the Branch Manager with monthly billing projections

· Assist Project Managers with their monthly billings

· Obtain and provide supporting billing documents to be submitted to AR

Contracts:

· Assist the Business Developers and Branch Manager with contract reviews, markups, and document retrieval, and organize full contract documents for submission to Corporate for final review

Facility Management:

· Manage and schedule facility vendors for services as required

Branch Event Planning:

· Plan, schedule, organize and manage all Branch events (Foremen’s’ meetings, Safety meetings, holiday parties, etc.)

Field Support:

· Ensure Foremen have ample office-type supplies, the printing of Blueprints, and Assist field employees with their HR needs as being an Eliasson between the employee and HR

Additional Benefits:

• Medical, Dental, and Vision Plan Options
• Retirement Savings Plans
• Term Life/AD&D
• Employee Assistance Program
• 7 Paid Holidays (Salaried Employees)
• 3 Days Paid Bereavement (Salaried Employees)
• 5 Days Paid Jury Duty
• Paid Time Off (Vacation Accrual) Starting at 2 weeks per year.
• Sick Pay in accordance with applicable state or local ordinance
• Gym Membership and Mobile Carrier Discounts
• State of the Art Learning Academy
• Career Advancement Opportunities
• Pay Cards (we pay weekly or Semi-monthly)
• Direct Deposit

The pay range paid for the Office Manager position at Park West is $60,000 to $85,000. This pay range is based on a variety of factors, including but not limited to the employees’ experience, skills, education, performance and seniority with the company.

Job Type: Full-time

Pay: $60,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• San Jose, CA 95112: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office management: 2 years (Preferred)
• Payroll management: 2 years (Preferred)
• Phone etiquette: 1 year (Preferred)

Work Location: In person

seankuhnke.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, seankuhnke.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, seankuhnke.com is the ideal place to find your next job.