Office Manager

We are offering a contract to permanent employment opportunity for an Office Manager in Phoenix, Arizona. The individual will be instrumental in managing the daily administrative tasks of the office, providing support to business leaders, and assisting with accounting and vendor compliance.

• Oversee the first point of contact for incoming calls and visitors, ensuring a warm and detail oriented reception.
• Efficiently manage office supplies inventory and procurement to maintain adequate stocks.
• Handle general office organization, ensuring a well-structured and efficient work environment.
• Offer support to divisional business leaders, aiding their business operations.
• Assist in company-wide communication and correspondence as needed, promoting seamless information flow.
• Monitor warranty or maintenance calls and direct them to the appropriate person within the division, ensuring prompt resolution.
• Set up new vendor accounts, including completing credit applications, to expand our vendor network.
• Act as the primary liaison between local accounting needs and corporate accounting, ensuring alignment and accuracy.
• Ensure all subcontractors meet compliance requirements before initiating work, maintaining a high standard of service.
• Oversee onboarding of new personnel, including processing new permanent paperwork, ensuring a smooth transition for new hires.
• Maintain a strong working relationship with divisional business leaders, providing necessary administrative support.
• Communicate compliance and accounting-related requirements effectively with subcontractors and vendors, promoting transparency.
• Receive and document all warranty or maintenance claims from homeowners, ensuring all issues are properly logged.
• Assign claims to the appropriate divisional team member for resolution, promoting efficiency and customer satisfaction.
• Track the progress of each claim and ensure timely responses, maintaining high standards of customer service.
• Ensure all warranty issues are documented and resolved in compliance with company policies, upholding the reputation of the business. • Proficiency in Accounting Software Systems is a must for managing financial records.
• Familiarity with ADP - Financial Services for efficient payroll and benefits administration.
• Experience with Concur for effective expense management.
• Proficiency in CRM for maintaining customer relationships and managing sales processes.
• Knowledge of Dentrix Dental Software for streamlined dental practice management.
• Familiarity with About Time software for efficient time and attendance tracking.
• Ability to perform Accounting Functions accurately and efficiently.
• Experience in managing Accounts Payable (AP) for smooth financial operations.
• Skill in handling Accounts Receivable (AR) to ensure timely collection of payments.
• Ability to handle Answering Inbound Calls professionally, providing excellent customer service.
• Proficiency in QuickBooks for effective business and financial management.
• Experience with Accounts Receivables Systems for efficient tracking and managing of payments.