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, providing a 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 a high level of presentation, professionalism, productivity and minimize 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 invoices 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, highlighting overdue payments to Senior Management.
Reconcile creditor invoices against accounting program load to ensure correlation and pass on to Senior Management for payment.
Run month-end financial reporting off the 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, Coordinators, 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.
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.
Debtor Control.
Liaise with the company accountant.
Issue Certificates of Compliance following inspection of Safety Systems/PPE.
Maintain CORE Databases.
Process Payroll, monitor IRD Website, and submit Payroll to business accountant.
Manage Company Insurances, Lease Agreements, and Sub-Contracts Agreements.
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 required.
Oversee Landlord - Office/Yard Building Warrant of Fitness Compliance.
Maintain Staff Health Assessments including Southern Cross and Drug Assessments.
Fire Warden duties.
Key Skills and Role Attributes 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 the 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.
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