Office Manager

Confidential; Olde West Chester (OH); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401K with company match

Paid Time Off

Employee Referral Bonus

Job summary

Confidential in West Chester, OH is seeking an Office Manager to provide administrative support to the Branch Manager, handling invoicing, payroll, and management reporting to support profitability.

This role requires strong organizational skills, experience in accounting/finance, and proficiency with Salesforce and MS Office to manage tickets, purchases, schedules, and vendor communications while meeting daily deadlines.

Qualifications

• At least 2 years of experience in accounting and finances, revenue, and or other general business operations administration.
• Must have strong customer support orientation (for internal/external customers), demonstrated professional demeanor, and the ability to maintain confidential information
• Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
• Proven ability to manage projects
• Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information
• Excellent communication, interpersonal, and presentation skills
• Strong analytic, multi-tasking, presentation and team work skills are required
• Team player able to function individually and collectively.
• Must have excellent customer service skills and strong verbal and written communication skills
• Experience working in a fast-paced environment.

Responsibilities

• Enter equipment, labor, and materials into Salesforce.
• Ensure all jobs scheduled by operations are captured in Salesforce.
• Track employee hours and run labor utilization reports.
• Dispatch tickets for upcoming jobs.
• Order supplies and arrange travel for employees.
• Issue purchase orders and manage dashboards for approvals.
• Assist with collections of outstanding accounts receivable.
• Maintain records for tickets and job manifests.

Skills

Accounting

Payroll

Invoicing

Salesforce

Microsoft Office

Project management

Communication

Time management

Tools

Salesforce

Microsoft Excel

Microsoft Word

Job description

We offer eligible employees comprehensive benefits packaging including:

• Medical, Dental, Vision, and $50K Life Insurance after 30 days
• 401K with 4% Company Match after 90 days
• Paid Time Off - First Year!
• Employee Referral Bonus Plan

The position

The Office Manager under minimum supervision will provide administrative support to the Branch Manager to ensure accuracy, timeliness, and controls around invoicing, payroll, and management information, as well as supporting the ongoing profitability of the branch located in West Chester, OH.

What you will be doing

Key responsibilities and functions may include, but are not limited to:

• Salesforce entry to capture equipment, labor, and materials used on jobs.
• Ensure that all jobs scheduled by operations staff are captured in Salesforce.
• Track employee hours to ensure team is paid properly by performing labor utilization reports daily and weekly.
• Dispatching tickets for operations staff for upcoming jobs.
• Work with the Branch Manager to order supplies.
• Make travel accommodations for employees.
• Issue purchase orders on a timely basis.
• Ensure that dashboards for bill and purchase order approvals are cleared on a daily basis.
• Ensure customer tickets are signed (if necessary) and reflect the proper items utilized.
• Meet daily, weekly and monthly deadlines as established by the company.
• Immediately respond to team and vendors; ensure that invoice queries and related questions and issues are resolved timely.
• Maintain records for tickets and manifests for each job.
• Assist with employee uniform rental program for branch: placing new orders, maintaining inventories, track and report totals for accurate billing, communicate changes with account representative and HR, etc.
• Provide assistance with collection of outstanding accounts receivables from customers.
• Other duties as assigned by management as needed

Qualifications

• At least 2 years of experience in accounting and finances, revenue, and or other general business operations administration.
• Must have strong customer support orientation (for internal/external customers), demonstrated professional demeanor, and the ability to maintain confidential information
• Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
• Proven ability to manage projects
• Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information
• Excellent communication, interpersonal, and presentation skills
• Strong analytic, multi-tasking, presentation and team work skills are required
• Team player able to function individually and collectively.
• Must have excellent software skills, Microsoft Office skills and be well-versed in other areas of office work.
• Must possess excellent customer service skills and strong verbal and written communication skills
• Experience working in a fast-paced environment.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk. sit; and reach with hands and arms. The employee may occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed are the minimum levels of knowledge, skills, or abilities.

About us

We are a leading provider of industrial and environmental services throughout the Midwest. Founded in 1999, the company operates in multiple states across the Midwest. Our services include water blasting, tank cleaning, emergency response, vacuum truck services, waste and recycling, transportation, product destruction and hazardous waste disposal. We are committed to providing responsive and quality service to manufacturers in an array of industries.

Our team members are the most important asset and the strength to our organization. Our in-house and on-going training programs ensure that all our employees are well educated in OSHA regulations and company specific operational policies. Our employees are focused on safety and dedicated to exceeding our customer’s expectations in every way.

Wee are an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations.