Office Manager - Job Description
The Office Manager supports the company in order to efficiently meet agreed business goals and objectives. As an integral and valued senior team member, the support the Office Manager provides the company is pivotal to the company's performance in the field, quality-of-service delivery and company reputation.
The Office Manager's role is varied and encompasses all aspects of administrative support. The combination of these role requirements provides a varied, challenging and stimulating work environment.
Key Responsibilities
Health and Safety
Adhere to and be familiar with the Company's Health and Safety requirements.
Have a clear understanding of the Company's requirements in relation to Health and Safety systems and processes.
Update Health and Safety Procedures and Policies as advised by management.
Administrative & Accounting Duties
Ensure that all tasks are undertaken within the nominated timeframes.
Maintain high level of presentation, professionalism, productivity and minimise rework.
Ensure that completed tasks meet specifications and pre-determined internal and/or external quality standards.
Process and enter creditor and debtor invoices into the Company accounting program.
Load payroll and run payroll reports and reconcile against accounting program debtor invoice to ensure all hours are captured.
Ensure all job-related costs are correctly coded to ensure COS and GM of jobs is accurate.
Manage monthly debtor reporting and correspondence with clients, highlight overdue payments to Senior Management.
Reconcile creditor invoices against accounting program load to ensure correlation and pass on to Senior Management for payment.
Receiving and distributing correspondence, messages, and deliveries.
Run month end financial reporting off accounting program and identify any WIP revenue.
Review all systems and processes and identify areas where efficiencies can be applied.
Client and Internal Relationships
Build good rapport and strong working relationships with key stakeholders, both internally and externally.
Equipment Inspections
Upon completion of the equipment inspection run both the CORE inspection and summary sheets and check all information is correct.
General Duties
Assist Senior Management, Co-Ordinators, Supervisors, and the Administration team when required.
Notify the building owner of any building-related matters, including defects highlighted in the premise inspections and ensure any repairs have been carried out.
Accounts
Manage Accounts Payable and Accounts Receivable
Account reconciliations and load banks creditor batch payments
Monthly revenue projections and stock take
Generate month end journals and close off each month
Bank Reconciliation and Debtor Control
Liaise with company accountant
Certification
Issue Certificates of Compliance following inspection of Safety Systems/PPE
Maintain CORE Databases
Maintain PPE/Height Safety System control
Administration
Process Payroll, monitor IRD Website, and submit Payroll to business accountant.
Process all Invoices & Statements, Accounts Receivable & Accounts Payable, Bank Reconciliation, process bank batch payments and manage Debtor Control.
Email and liaise with Company Accountant.
Manage Company Insurances, Lease Agreements, and Sub-Contracts Agreements etc.
Assist operations and project managers in preparation of Tender Documents/Quotations and prequalifications.
Open creditor accounts when requested by senior management.
Ensure monthly materials stock take is completed and Accountant is notified as/if required.
Oversee for Landlord - Office/Yard Building Warrant of Fitness Compliance.
Update, review and correspondence and enquiries through Company website.
Maintain Staff Health Assessments including Southern Cross and Drug Assessments.
Fire Warden duties.
Key Skills and Role Attributes:
Displays high level of accuracy with regards to completion of financial related documentation.
High level of computer literacy in use of accounting programs.
High level of competence in use of MS Office suite.
High level of experience with Xero and WorkFlowmax or other accounting software.
Clear communicator, with good written, verbal and interpersonal communication skills.
Ability to identify new more efficient processes or systems.
Open collaborative working style with strong working relationships with internal stakeholders and senior management.
Exhibits initiative and flexibility in adopting new systems and processes.
Relates well to a diverse range of people and working styles.
Works well under pressure and meets critical deadlines.
Provides excellent Customer Service.
This job description serves to illustrate the scope and responsibilities of the role and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of this role and the development of the business.
ACKNOWLEDGEMENT
I certify that I have read, understood and accept the duties, responsibilities and obligations of my position.
SIGNED BY YOU ......................................................... Employee
............................................. Date
SIGNED BY MANAGEMENT ......................................................... Manager
............................................. Date
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