OFFICE ADMINISTRATOR

Overview: The Office Manager is responsible for organization of office information and production of key reports that allow for effective tracking of business operations. They are also responsible for all activities of the office staff, including hiring, firing, promoting and coaching. They will utilize the resources of the office staff to complete the following activities.

Assigned Duties
* Responsible for accuracy and oversight of all A/R and A/P functions
* Accounts Receivable
* Invoice jobs when completed and for required progress payments
* Review collections from completed jobs
* Generate weekly aged accounts receivable list
* Reconcile completed jobs
* Prepare bank deposits daily or when necessary
* Accounts Payable
* Purchase orders:
* Data entry for all open purchase orders
* Match purchase orders to invoices upon receipt
* Return invoice to supplier if no purchase order included
* If purchase order amount and invoice to not match then return both to PO issuer for clarification and authorization
* Utilize vendor filing system for all received invoices.
* Generate weekly aged accounts payable report
* Print authorized checks
* Send payments when due
* Cash flow
* Review accounts payable needs and review potential receivables to create cash projections for upcoming week
* Tracking

* Hire, fire, promote, coach and train all office staff
* Hold routine performance appraisals
* The office manager is responsible for the actions, activities and outcomes of each member of the office staff -- This is your department and you have both the responsibility and accountability for this department
* Management
* Meet frequently with management team to discuss internal communications, paper flow, staffing, goals and general company direction
* Communication needs of the office staff to other company management personnel