Office Manager (3729)

Summary

IRONCLAD Powered by Mersino is seeking an Office Manager to oversee the daily administrative functions of its branch. The role manages invoicing, accounts receivable and payable, personnel documentation, payroll support, compliance processes, vendor bills, and coordination with corporate administrative personnel.

Responsibilities

• Daily management of all internal paperwork required for the operation of the branch
• Ensure employee compliance with timely paperwork flow, facilitate EE compensation, proper inventory and asset management, invoicing, etc
• Data entry as required, scanning and placing all relevant paperwork into the digital job folders, etc
• Obtain credit applications on all new customers and submit to corporate for approval for credit extensions
• Ensure that all active projects have properly executed agreements
• Invoice our clients in accordance with executed agreements and for work performed, as well as for damages and missing equipment, etc., following the prescribed formats and free of error
• Manage the lien/bond process, including timely execution of written notices as required by the job type
• Enter vendor bills into the financial software package after verifying that the bill matches the purchase order and packing slip as provided by LOGISTICS, in accordance with written procedure
• Collect all credit card receipts, matching them to the statements, and entering into the financial software package
• Obtain all of the required personnel paperwork needed for employment, disciplinary actions, attendance, and termination, and ensuring that this paperwork is supplied to corporate H/R in the appropriate manner
• Assist with payroll processing and per diem reimbursement and ensure that all labor is assigned to the appropriate work order number
• Proper DOT maintenance by ensuring that all employees have the proper license to operate company vehicles, collect driver logs and daily inspections, annual inspections, six-month record keeping, and ultimately report to the Branch Manager any driver non-compliance
• Assist corporate in making insurance claims as needed by initiating all claim paperwork and submitting such paperwork to corporate
• Read, write, evaluate different types of documents
• Prepare documents, reports, and required filings in approved formats
• Manage multiple projects and resolve conflicting deadlines effectively
• Represent the “public face” of the company to visitors and guests
• Receive and process incoming phone calls to recipients
• Perform basic business functions using computers, telephones, copiers, calculators, business software, and accounting software

Skills

• * Planning and organizational skills in handling multiple projects
• * Proficient in MS Office and other required PC software applications
• * A professional demeanor
• * Excellent written and verbal communication skills
• * Planning and organizational skills in handling multiple projects
• * The ability to work under pressure to meet deadlines
• * Ability to work flexible schedule to meet job requirements
• * Associates degree in Accounting, Business Administration, or related field preferred

Qualifications

Must Haves

• * Planning and organizational skills in handling multiple projects
• * Proficient in MS Office and other required PC software applications
• * A professional demeanor
• * Excellent written and verbal communication skills
• * Planning and organizational skills in handling multiple projects
• * The ability to work under pressure to meet deadlines
• * Ability to work flexible schedule to meet job requirements

Nice to Haves

• * Associates degree in Accounting, Business Administration, or related field preferred

Benefits

• This position will initially be remote and will transition to an in-person role upon completion of the planned office expansion.