Office Manager

BELFOR Property Restoration; Marlborough (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

BELFOR Property Restoration is seeking an Office Manager to oversee administrative staff and ensure smooth office operations in a busy environment.

You will handle payroll, maintain filing systems, coordinate with vendors, and support accounting activities while promoting strong customer service and compliance with policies.

Qualifications

• 2+ years general office management experience.
• Manage online and paper filing systems.
• Oversee recruitment and onboarding processes to ensure standards are met.
• Plan and implement office systems, layouts, and equipment procurement.
• Accounts Payable/Receivable processing and vendor management.

Responsibilities

• Maintaining an organized workspace and clear communications.
• Communicate effectively with employees and clients on needs and updates.
• Manage and motivate staff through training and acknowledgement.
• Address and resolve conflicts with clients or staff.
• Create and maintain up-to-date job files for review.

Skills

Office management

Communication

Payroll handling

Vendor coordination

Data entry

Tools

JD Edwards

Oracle system

Microsoft Excel

Microsoft Word

Phone system (multi-line)

Job description

This position also known as the business office manager, is responsible for making sure that a company's support staff is running smoothly. This position will be responsible for organizing, planning and overseeing administrative assistants, or working with one or two people in a smaller office. Office Managers make sure that the office runs smoothly, which includes keeping supplies in stock, making sure administrative and office staff are doing their job, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and managing the accounting functions as they relate to entering payables, recording receivables, managing job files and communicating effectively with clients and employees.

Responsibilities

• Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
• Communicate effectively and timely with employees and clients on needs and updates
• Manage and motivate employees through continued training and acknowledgement
• Effectively address and resolve employee or client conflicts as needed
• Apply as necessary and ensure compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations.
• Timely creation of new jobs in JD Edwards as required
• Organizing and maintaining an up to date job file for Estimator/General Manager Review
• Participate in Bill Review process to ensure Client Job results are appropriate
• Improve employee and client retention rates through active communication and problem solving efforts
• Using JD Edwards and BCS to maintain vendor list
• Ensure compliance with vendor requirements
• Monthly Reconciliation of AP statements
• Customer file maintenance; digital database and physical file system
• Attend BELFOR sponsored operations and safety training courses as required

Requirements

• Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Manage online and paper filing systems
• Oversee recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently met
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning employees; following up on work results
• Managing the front desk functions as they relate to phone calls, visitors and mail distribution
• Accounts Payable: sorting, matching, and scanning invoices and check requests
• Accounts Receivable: receiving payments from customers and depositing funds to appropriate account(s)
• Comprehensive understanding of customer service, principles and practices
• Work under time constraints to meet specific timelines
• Attention to detail and keen sense of safeguarding other people's property and information

Qualifications

• 2+ years general office management experience
• Strong math and data entry skills
• Construction or insurance industry experience preferred
• Microsoft Office (strong emphasis in Word & Excel)
• Ability to multitask in a fast-paced office environment
• English language literacy & fluency
• Oracle system experience ideal, including JD Edwards Multi-line phone system
• Customer Service
• Strong written and verbal communication skills

Physical Demands

• Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)
• Sitting for extended periods of time
• Manual dexterity needed for keyboarding and other repetitive tasks
• The ability to bend, crouch, or stand as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.