Job Description
Job Description
About the Role:
The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of the office environment. This position is responsible for overseeing daily administrative functions, managing office resources, and supporting staff to maintain productivity and organization. The Office Manager will coordinate accounts payable and bookkeeping activities, ensuring financial records are accurate and up to date. Additionally, this role involves managing appointment schedules and maintaining comprehensive records to support operational needs. Ultimately, the Office Manager acts as the central point of contact for office administration, fostering a well-organized and professional workplace.
Minimum Qualifications:
- Proven experience in office management or a related administrative role.
- Proficiency with bookkeeping and accounting software, specifically QuickBooks.
- Strong knowledge of accounts payable processes and general office administration.
- Excellent organizational and multitasking abilities.
- Valid driver's license.
- Ability to communicate in English and Spanish.
- High school diploma or equivalent; additional education or certification in office management is a plus.
Preferred Qualifications:
- Associate’s or Bachelor’s degree in Business Administration, Accounting, or a related field.
- Experience managing appointment schedules and records management systems.
- Experience in the trucking or auto-related industry.
- Familiarity with advanced office software and communication tools.
- Demonstrated leadership skills and experience supervising office staff.
- Knowledge of compliance standards and best practices in office administration.
Responsibilities:
- Manage and oversee daily office operations to ensure efficiency and effectiveness.
- Handle accounts payable processes, including invoice processing and vendor communications.
- Maintain accurate bookkeeping records using QuickBooks and other accounting tools.
- Coordinate appointment scheduling and calendar management for staff and management.
- Organize and maintain physical and digital records to ensure easy retrieval and compliance.
- Supervise general office duties such as supply management, mail distribution, and equipment maintenance.
- Support staff with administrative tasks and facilitate communication across departments.
- Implement and improve office policies and procedures to enhance workflow.
Skills:
The required skills such as office management and general office duties are essential for coordinating daily operations and ensuring a productive work environment. Proficiency in accounts payable and bookkeeping, particularly using QuickBooks, enables accurate financial tracking and vendor management. Office administration skills support the organization of schedules, records, and supplies, which are critical for seamless workflow. Preferred skills like advanced records management and leadership enhance the ability to implement efficient processes and guide office personnel effectively. Together, these skills empower the Office Manager to maintain order, support staff, and contribute to the overall success of the organization.