Office Manager

JOB SCOPE

DEPARTMENT: ADMINISTRATION POSITION: OFFICE MANAGER

Job Objective: Manage and complete the day-to-day functions of the branch Administration Department so as to reach Company goals, ensure customer and employee satisfaction, and accomplish the Company Mission Statement, while operating by Company Core Values.

Reports to: FOA GM  

Core tasks for which the person in this position is responsible:

Daily:

• Ensure cash sales of previous day are accurate and
• Account for all previous day's sales invoices and related
• Prepare cash sale bank deposits and insure deposits are made at the bank.
• Prepare A/R bank deposits and insure deposits are made either at the bank or electronically.
• Write branch on demand
• Open and process or distribute daily
• Reconcile cashier and counter cash boxes.
• Process and post A/P
• Post/Send discount invoices for payment to SAV Accounting
• Post Draft vendor invoices

Weekly:

• Ensure Pinnacle Fleet Solutions statement is posted

Biweekly:

• Process and submit weekly payroll time report to include employee vacation time, sick/PTO, and

Monthly:

• Reconcile vendor A/P invoices and statements with Cash Requirements Report and attach each report to respective vendor's invoices/statement.
• Invoice RBW/Marko Petroleum monthly for contract maintenance/parking
• Reconcile Daimler Wire

•       Reconcile assigned management schedules.

Annually:

• Assist with purging of office files.

As Needed:

• Complete and turn in customer credit applications to A/R admin for processing. When needed, A/R admin may ask you to obtain references in order to speed up the process.
• Reconcile Office Manager's petty
• Handle incoming A/R and A/P phone calls and fax/email customer invoice copies when
• Assist HR with managing worker's compensation injury
• Assist HR with New Hire Process.
• Purchase office supplies.
• Post miscellaneous journal
• Set up new vendors in CDK
• Submit NSF checks to Certegy

• Handle Pinnacle disputes
• Assist with AR collections as required
• Any other tasks that need to be done from time to time to accomplish the objectives of the administrative department of the company

Performance evaluation criteria:

• Accuracy, quality and timeliness of responsible accounting functions
• Quantity of work completed
• Customer and employee satisfaction

Desirable entry level requirements:

• High school diploma or equivalent
• Associates or bachelor degree in business/accounting related field is a plus
• Excellent computer and typing skills
• Intermediate accounting knowledge
• Minimum 2 years of experience in accounting related field