Office Manager - Agoura Hills, United States - Rocha Nuez Associates

Description

Architecture/Construction firm seeking to hire a full-time Office manager to supports company operations by maintaining office systems and supervising staff.

Job Duties:

• Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures.
• Keeps management informed by reviewing and analyzing special reports and summarizing information
• Maintains office staff by recruiting, selecting, orienting, and training employees.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Purchase supplies and equipment as authorized by management for any open projects in either architecture or construction.
• Pay supplier invoices in a timely manner.
• Issue invoices to customers for any and all open architecture or construction projects.
• Record cash receipts and make bank deposits.
• Conduct a monthly reconciliation of every bank account and credit cards to ensure accurate funds.
• Issue financial statements and provide information to the external accountant who creates the company's financial statements.
• Assemble information for insurance audits and accounting audits.
• Maintain an orderly accounting filing system.
• Process payroll in a timely manner for both companies and process payroll deposits through payroll service.
• Provide clerical and administrative support to management as requested.
• Assist in travel arrangements for Owners as needed.
• For Construction: Process certificates of insurance and preliminary releases.
• Two Property Rental Companies:
• Maintains property rentals by working with Real Estate agent to advertise and filling vacancies, negotiating and enforcing leases, and maintaining and securing premises.
• Attracts tenants by advertising vacancies, obtaining referrals from current tenants, explaining advantages of location and services, and showing units.
• Contracts with tenants by negotiating leases and collecting security deposit.
• Accomplishes financial objectives by collecting rents, paying bills, and paying any open vendor bills.
• Maintains property by investigating and resolving tenant complaints, enforcing rules of occupancy, inspecting vacant units and completing repairs through our own construction company.
• Maintains building systems by contracting for maintenance services and supervising repairs.
• Work Hours &

Benefits:
Monday through Friday 8:30am

• 5:00pm (includes 30 minute lunch break). Some travel is required.

Benefits:
Paid sick time, paid vacation, mileage reimbursement, six (6) paid holidays, health/dental/vision insurance.

• Office Manager Qualifications / Skills:
• Managing staff
• Tracking budget expenses
• Delegation
• Managing processes
• Supervision
• Developing standards
• Reporting skills
• Competence with office management software
• Professionalism
• Internal communications
• Listening
• Bookkeeping
• Experience in working with multiple legal entities under different legal umbrellas
• Dealing with Complexity
• Data Entry Skills
• Accounting
• Confidentiality
• Thoroughness
• Education, Experience, and Licensing Requirements:
• High school diploma, GED, or equivalent
• Bachelor's degree or equivalent experience preferred
• 35 years' experience in office setting
• 13 years' management experience a plus
• Solid knowledge of office software such as Microsoft Outlook, Excel, and Word
• Previous bookkeeping experience preferred
• Experience in working with multiple legal entities under different legal umbrellas
• Must know how to use QuickBooks software

Work schedule will be Monday

• Friday 8:30am 5:00pm.

Pay:
$ $25.00 per hour


Expected hours:
No more than 40 per week


Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location:
In person