Office Manager

Office Manager

JOB SUMMARY

Responsible for successfully managing a branch office’s administrative processes, which include finance, union employee human resources and payroll. This position exercises discretion and independent judgement with respect to matters of significance.

ESSENTIAL DUTIES

Office Management

• Manage the day-to-day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed.

• Manage service dispatching and the creation of callback and preventative maintenance tickets. Assist mechanics with issues encountered with service tickets and ensure they are properly resolved for time entry and payroll. Update service routes in system as needed.

• Maintain records of company vehicles and drivers, auto claim reports, fuel cards, and toll passes.

• Follow the corporate process for injury and liability claims reporting and yearly OSHA reports. Maintain claim files, compile data regarding claims, and work with Corporate Safety department.

• Coordinate maintenance of office equipment.

• Maintain contact with outside vendors and corporate headquarters.

• Conduct research, compile and generate reports.

Finance

• Manage accounts payable process including researching purchase orders, maintaining packing list and invoice files, coordinating invoice approval and routing to corporate AP department.

• Manage the service accounts receivable processes, which include maintenance, repair and billable invoicing; credit memos; and credit card payment vouchers. Provide statements for customers, manage unapplied cash/credits, and work with corporate finance to resolve AR issues. Manage location service holds (dispatch status) in Vision.

• Maintain customer billing info including invoice settings, contacts, purchase/work orders, billing rates and discounts.

• Generate monthly construction and/or modernization AIA payment applications, schedule of values and waivers. Enter billings into Fujitec system and customer portals, if applicable. Maintain accounts receivable ledgers.

• Create and issue purchase orders.

Human Resources and Payroll

• Administer union new hire onboarding HR forms, safety information, and company policy. Act as company representative for I-9 and E-Verify; coordinate drug testing; set up and train employees on safety app, expense app, phone, and email.

• Accurately set up and maintain union employee information in Fujitec system and HRIS. Enter and maintain deductions, pay increases, union benefit information, and terminations.

• Manage weekly union payroll process. Enter construction employee’s hours and job coding. Ensure proper processing in Fujitec system and transmittal in ADP.

• Manage and record employee PTO hours taken and ensure proper bi-annual and termination payouts.

This job description is not intended to be all-inclusive, and the employee will also perform other reasonably related business duties.

DIRECT REPORTS

1 – Administrative Coordinator

JOB QUALIFICATIONS AND REQUIREMENTS

• Education: High School Diploma

• Experience: Minimum 3 years in finance and/or office management

SKILLS/CORE COMPETENCIES

• Technical Professional Knowledge

• Teamwork and Cooperation

• Communication

• Attention to Detail

• Decision Making (Problem Solving)

• Planning and Organizing

WORK ENVIRONMENT AND EXPECTATIONS

• Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.

• Requires prompt, reliable, regular, and in-person attendance at the office to oversee shared services functions and/or employees, normally achieved by working standard business hours. Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager.

The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL REQUIREMENTS

Prolonged periods of standing and walking.

Prolonged periods sitting at a desk and working on a computer.

Must be able to lift up to 15 pounds at times.

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer may revise or change job duties and responsibilities as the need arises.

Fujitec America is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other applicable statutorily protected group status under local, state, or federal law.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment visa.