Job Description

The Office Manager is responsible for administrative, customer service and financial duties of the Company in accordance with the policy and sales plan. This person must exhibit professionalism and highly efficient work habits, continuously strive to improve the efficiency of the office and overall operation of the business. The Office Manager should possess a cheerful character, helpful attitude, a good work attitude and foster a positive team spirit both within the department as well as between the other departments in support with the overall philosophy of the company and fellow employees. The Office Manager must have knowledge of accounting and clerical tasks, insurance procedures, provincial labor laws, government reporting, banking procedures, and National, Provincial, and local bureaucratic agencies.

Accountability and Responsibility of Position

Customer Service and Production Duties

• Supervise the initial greeting of prospects in accordance with company procedures
• Supervise the handling of phone traffic and reporting procedures
• Supervise paperwork on all vehicles
• Communicate with customers on the status of repair
• Attend daily release meetings in order to provide key information to managerial staff; participate in monthly company meetings and be willing to attend any and all training programs to enhance performance both personally and professionally
• Responsible for maintaining the front office and customer areas
• Understand and be able to schedule work and process paperwork on all vehicle repairs
• Supervise the business' record keeping in accordance with local, state and federal legal requirements
• Maintain a complete and accurate system for job costing all jobs; this should be prepared on a daily basis and conducted each morning
• Maintain the filing of all equipment manuals and warranty information in organized manner

Accounting and Bookkeeping Duties

• Supervise the collection of payment for completed jobs.
• Maintain a complete and accurate system of accounting for all areas of the company, including a complete journal for accounts payable and an accurate journal for accounts receivable
• Responsible for banking transactions including deposits, loan payments, tax deposits, reconciliations, interest calculations, credit card transactions and savings accounts
• Responsible for all billing to insurance carriers
• Enter all information into Datastay

Human Resource Administration

• Responsible for employee personnel files and payroll functions that include time cards, taxes, bonuses, deductions, incentives, monthly and yearly reports and payroll checks.
• Responsible for maintaining and administering company insurance programs that include employee life and health as well as workers' compensation insurance administration
• Maintain attendance logs, vacation schedules and recording of time card entries

Materials Management

• Supervise proper maintenance of all office equipment
• Supervise the proper inventory of office supplies and materials
• Maintain organized system of recording the inventory of all shop fixtures, furnishings and equipment

Other duties

• Responsible for all administrative and financial activities of the company in accordance with the company philosophy, the marketing strategy and the sales plan
• Continuously strive to improve the efficiency of the office and overall operation of the business

Experience/Skill Requirements

Experience handling bookkeeping and all phases of Office Administration, including customer service
• Functional/Technical Knowledge:

• Microsoft Office Software (Word, Excel, Outlook) – INTERMEDIATE
• Experience with Quickbooks
• Business Math Skills – INTERMEDIATE

• Skills & Abilities Requirements

• Work independently without close supervision
• Flexible/adaptable to constant change
• Strong tact and diplomacy; ability to interact with all levels of personnel
• Highly organized; ability to handle multiple concurrent assignments
• Ability to prioritize, organize and plan work under own initiative
• Negotiating skills and handling of confidential information
• Strong communication skills (reading, writing, speaking, listening)

Occupational Qualifications

• Physical Requirements:

• Keyboarding/Finger dexterity
• General Physical Skills (Carrying, Lifting – 10 lbs, standing, sitting, walking)
• Repetitive motion

*All duties/responsibilities/experience are subject to change

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