OFFICE MANAGER

● Develop and manage organizational procedures, operations and systems for office personnel, including filing, billing, accounts payable, accounts receivables, among others through active communication and problem-solving efforts.

● Arrives to work, meetings, appointments and other work-related functions on time and as scheduled.

● Meets goals and objectives effectively and in a timely manner.

● Excellent time management skills and ability to multi-task and prioritize work.

● Attention to detail and problem-solving skills.

● Excellent written and verbal communication skills.

● Strong organizational and planning skills in a fast-paced environment.

● A creative mind with an ability to suggest improvements.

● Assist Director of Operations and Owners on all necessary tasks.

● Work on collection of money from customers and follow up on overdue accounts.

● Manage employee schedules and troubleshoot scheduling conflict as they arise.

● Order, monitor and maintain office supplies and equipment as needed.

● Negotiates the purchase of office supplies and furniture, office equipment, etc. for all departments in accordance with company purchasing policies and budgetary restrictions.

● Establish team atmosphere through leadership and employee development.

● Allocate tasks and assignments to staff and monitor their performance. Provide available resources to enable successful task performance to the staff.

● Ensure top performance of staff by providing them adequate coaching and guidance. Mentor and discipline office staff, when needed.

● Perform review and analysis of special projects and keep the management properly informed.

● Analyze and monitor internal processes.

● Manage internal staff relations and maintain a safe and secure working environment.

● Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands if needed.

● Coordinate with IT department on all office equipment.

● Provide general support to visitors. Handle customer and vendor inquiries and complaints in a professional manner.

● Manage executives' schedules, calendars and appointments, organizing meetings and appointments as required.

● Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office in collaboration with PEO Company. Ensure that results are measured against standards, while making necessary changes along the way. Adhere and maintain office policies and procedures as necessary, within the company.

● Working together with Warehouse Manager and Sales Managers to ensure all company staff is following policies and procedures.

● Responsible for assistant Director of Operation in the payroll processing.

● Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications.

● Responsible for ensuring office financial objectives are met by preparing budgets for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.

● Participate actively in the planning and execution of company events.

● Responsible for developing standards and promoting activities that enhance operational procedures.

● Coordinate office staff activities to ensure maximum efficiency.

● Ensure security, integrity and confidentiality of all company data always, as well as etiquette and professionalism always.

● Responsible for the scheduling of fixing/changing the facilities maintenance (such as changing light bulbs, heat problems, water problems, general repairs, furniture problems, etc.).

● Serve as the point of contact for employees, Managers, customers and vendors.

Proficiency in all necessary software, MS Office (Excel, Word, Power Point), QuickBooks, among others.

HUMAN RESOURCES

● Monitor and record hours worked including overtime for the hourly employees.

● Monitor vacation and sick leave for all applicable employees.

● Maintain employee’s personnel files.

● Resolve disputes and grievances between employees.

● Responsible for recruiting staff for the company and providing orientation and training to new employees, as needed.

● Maintain current knowledge of Equal Employment Opportunity (EEO) and affirmative action guidelines and laws, such as the Americans with Disabilities Act (ADA).

● Schedule or conduct new employee orientations.

● Maintain and update human resources documents, such as organizational charts, employee handbooks or directories, or performance evaluation forms.

● Review employment applications and job orders to match applicants with job requirements.

● Conduct reference or background checks on job applicants.

● Conduct exit interviews and ensure that necessary employment termination paperwork is completed.

● Conduct employee relation investigation.