Office Manager

Overview:

The Office Manager directs, administers, manages and supports all aspects of the administrative and customer service functions as well as supports Operations Management in their area of responsibility. Typically supports 3-4 customer accounts or one large account, supervises a small CSR team and reports to the General Manager.

Shift Available; 1st shift Monday -Friday 8:00a-5:00p

Responsibilities:

• Supervises Administrative/CSR staff on a day-to-day basis, typically no more than 3 employees.
• Ensures that data entry is accurate through training and audit of administrative staff’s production.
• Communicates closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with the customers, operations and senior management.
• Identifies areas of opportunity for improvement to processes by review of SOPs.
• Distribute procedures and ensures proper training for appropriate personnel after initial account procedures have been identified.
• Directs all accounts payable activities including purchase requisition process and payable voucher process in accordance with corporate issued standards.
• Coordinates accounts receivable activities with Corporate Accounts Receivable Department. This will include receivable collection efforts and review of billing issues/errors
• Ensures that weekend and month end closings are complete. This will include the training of a backup person responsible for same.
• Responsible for the accuracy, submission and timely reporting of productivity.
• Produces month end accounting reports and Flash within time limit as set forth by accounting deliverables schedule.
• Produces P&L review report
• Ensure cross-training of administrative personnel on monthly reports.
• Assists in corporate and facility manual audits to ensure facility compliance.
• Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
• Produces weekly Flash and Accounts Receivable Interface.
• Directs all payroll preparation efforts and assures that payroll checks are accurate and on time. This includes adherence to Payroll policy.
• Maintains all payroll records in a confidential and organized manner.
• Will assist in write up on progressive discipline documentation regarding some basic policy violations for management personnel.
• Responsible for HR administrative functions such as entering wage changes, termination process, collecting new employee data, PTO tracking and processing progressive discipline forms.
• Conducts exit process for administrative and hourly staff (where applicable).
• Audits and ensures that proper back up is maintained for customer inventory and billing transactions.
• Ensures that back up and transactional documents are achieved properly and an organized record of items in storage is maintained.
• Audits weekly activity records to ensure accurate daily statistics are produced.
• Coordinates the distribution of corporate materials as necessary.
• Assists General Manager in the development of vacation schedules, work schedules and annual review schedules.
• Ensure that a backup of the WMS is completed (if required) and taken off site daily.
• Identifies areas of opportunity for improvement to processes by review of SOPs.
• Ensures that proper levels of required supplies are maintained.
• Ensures that mail is handled in an expedited manner.
• Ensure that telecommunications equipment is maintained.
• Ensures that security policy for visitors is handled properly – sign in followed, badges issued and collected upon sign out.
• Ensures that data entry is accurate.
• Performs duties or projects as needed by the General Manager.

Qualifications:

• High School Diploma required, Associates Degree preferred
• At least 5+ years of Manager/Supervision experience.
• Experience in Distribution/fulfillment center, preferred
• Computer applications using MS Office based software.
• Must work within confidentiality nature of role
• KRONOS, payroll system experience
• Human resources experience preferred.
• Must be flexible in adapting to changing environments
• Excellent analytical and mathematical skills.
• Excellent oral and written communication skills.
• Bi-lingual (Spanish) is preferred, not required.
• Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed by the customer.
• Must be able to stand/walk for up to 10-12 hours.
• Lift and move up to 50 pounds.
• Regular bending, lifting, stretching and reaching both below the waist and above the head.
• Walking in the facility and around area with great frequency; facilities are over a quarter mile in length
• Should be able to work in environments with variable noise levels, lighting conditions and temperature variation and able to access all areas of building without limitations.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

41 CFR 60-1.35(c)

LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.