Office Manager

SUMMARY

The Office Manager works closely with the CEO and professional partners to ensure the day-to-day business operations of the organization runs smoothly including managing procurement, human resources, finance, and office operation functions while providing administrative support to our small firm. The Office Manager will be proactive, an exceptional communicator, have great customer service skills, is highly organized, detail-oriented, comfortable with new challenges, and have the ability to work independently and within a team.

ESSENTIAL JOB FUNCTIONS

Procurement:

• Manage and execute procurement process in its entirety including conducting selections audits, ordering, quality control, discrepancy or product return resolution, and verification of payments and receipts
• Communicate to clients, in coordination with designer, the status of product delivery and/or contractor scheduling
• Communicate procurement issues and potential cost changes to supervisor and Accounting Team as they arise.
• Leads weekly meetings with Designers to provide procurement department updates
• Coordinate with designers to track scheduling of furniture delivery and installations
• Coordinate with receiving warehouse, contractors, architects, engineers, and trades, to ensure job success
• Vendor management including sourcing new contractors/vendors, completing vendor onboarding paperwork, managing spreadsheets, and coordinating visits and scheduling
• Maintain the accurate recording of coding entries in QuickBooks Online
• Manage & maintain procurement operations and processes including: Procurement SOPs, Trackers & Shared Drive
• Support, manage and train staff regarding internal systems of support regarding procurement and purchasing
• Support the Design team as requested

Business Operations:

• Manages all aspects of financial workflow and coordinates with finance professional partners
• Oversees all Concetti bank accounts, conducts transfers as needed in line with the profit first model, and updates all tracking spreadsheets
• Works with CEO to forecast project pipeline, create an annual budget, and reviews department budgets with each department
• Evaluates financial data provided by Accountant and/or Bookkeeper, and advises CEO
• Manage all Accounts Payable and Accounts Receivable activities
• Reviews and maintains all contracts and seeks legal counsel as appropriate as directed by CEO
• Develops and revises SOPs related to Operations, Finance and HR, and educates team as needed
• Maintains company insurance policies (Workers Comp, liability, etc.) and makes recommendations to CEO
• Supports company efficiencies, advocates and develops process improvement initiatives, and facilitates change management
• Tracks and analyzes sales statistics based on key metrics
• Performs research, gathering and organizing information, reviewing data, and presenting findings to the CEO
• Reviews cross departmental data and performs analysis that allows CEO to make informed business decisions
• Manage software subscriptions and work with professional IT partners to meet the needs of the team
• Oversee and/or execute general office management tasks, including managing office supplies, designer resource library, accessory inventory, and vendors

Human Resources:

• Manages full cycle payroll activities; updates time tracking system, oversees employee weekly hours, tracks metrics for billable hours and procurement goals and prepares payroll reports for approval by CEO. Reviews staff Expense Reimbursements, calculates Designer commission earnings and processes payments monthly.
• Processes employee PTO and Flex Time Requests
• Coordinates with outsourced HR department on effective hiring, onboarding/offboarding, orientation of employees, and all HR related activities
• Maintains confidential employee files in secure drive
• Schedules all coaching meetings + reviews with employees, and assists with paperwork or scheduling as needed
• Manages all company benefits, IRA contributions and submits annual Safe Harbor contribution
• Ensures all company policies & handbook are up to date, including employee acknowledgement signatures obtained and filed with each change
• Maintains equipment log for company and is main point of contact for problem resolution
• Assists with event planning, employee wellness, and company travel planning as requested

Other:

• Works harmoniously and collaboratively with team members to accomplish agency objectives.
• All other duties as assigned

EDUCATIONAL REQUIREMENTS

• Bachelor’s Degree in Administration, Office Management, Finance, or related field, or work experience in office management required.

EXPERIENCE REQUIREMENTS

• Two to five (2-5) years of related experience in finance, operations, or administration.
• Previous supervisory or management experience leading high performing teams is required.
• Experience in customer service is required.
• Mastery of accounts payable and receivable processes.
• Knowledge of Generally Accepted Accounting Principles.

SOFTWARE EXPERIENCE

• Knowledge of relevant accounting software and Proficiency in QuickBooks Online required.
• Proficient in data entry
• Technologically savvy with advanced computer skills, including proficiency in all Microsoft Office applications, Google Suite, database programs, Internet and various cloud-based systems.

REQUIRED ABILITIES

REQUIRED SKILLS

REPORTS TO

• CEO

ESSENTIAL PHYSICAL REQUIREMENTS

• Ability to: Ascend or Descend – Ability to move on an incline or decline, Lifting at least thirty (30) pounds or more, Hearing, Speaking, Listening, Standing, Walking, Reaching, Bending, Twisting, Grasping/Finger manipulation, Discerning colors, Visual acuity, Hand dexterity, Sitting
• Must have a valid driver license and reliable transportation to travel to locations throughout the region.

WORK ENVIRONMENT

• Indoor environments in a climate-controlled building
• Occasional travel is required
• Standard office environment, computer work required
• Infrequent exposure to dust, debris and loud noises related to construction zones
• Must have high-speed internet access and access to quiet, well-kept space per Remote Work guidelines

Disclaimer

This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under their supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.