Job Description

Office Manager (with Light Accounting Responsibilities)

Position Overview:

The Office Manager plays a key role in ensuring the smooth operation of the district office by managing administrative functions, supporting financial processes, and coordinating with multiple departments. This position requires strong organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced environment.

Responsibilities:

• Oversee daily office operations and ensure workflow efficiency, meeting deadlines and maintaining accuracy.
• Prepare and submit weekly payroll packets; assist with district payroll processing.
• Implement and monitor programs as directed by management, ensuring successful completion.
• Draft and distribute memos, emails, and reports as needed.
• Respond promptly to inquiries and requests for information.
• Answer incoming calls and perform receptionist duties when required.
• Manage office billing processes and contract setup.
• Lead job cost and ticket costing efforts related to billing.
• Coordinate accounts receivable collections, including depositing local checks and participating in collection calls with the Finance team.
• Manage accounts payable through the AP portal, escalating exceptions to the District Manager.
• Maintain office petty cash and check register.
• Collaborate with HR on new hires and terminations, including onboarding/offboarding in payroll and benefits systems; coordinate with IT for system setup and Safety for compliance.
• Notify vendors for mobile devices and coordinate with IT for technical support.
• Maintain district office and technician licensing requirements.
• Supervise administrative staff, including billers, collectors, and receptionists.

Requirements:

• 3–5 years of office administration and management experience required.
• Proficiency in MS Office Suite (Word, Excel).
• Strong attention to detail and ability to thrive in a fast-paced environment.
• Excellent communication and interpersonal skills.
• Superior organizational skills with a commitment to timely project completion.

Preferred Qualifications:

• Customer Service: Provide courteous, responsive, and knowledgeable support to staff and clients.
• Problem Solving: Identify issues, develop solutions, and apply effective methods to support business objectives.
• High degree of accuracy in data entry and financial tasks.
• Ability to adapt and perform other related duties as assigned by management.

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