JOB DESCRIPTION: OFFICE MANAGER
JOB TITLE: Office Manager
EMPLOYER: Auto Fit USA LLC
DEPARTMENT: All DEPARTMENTS
REPORTS TO: Upper Management
SUMMARY: Manages and coordinates office and warehouse operations and activities.
OFFICE MANAGER DUTIES AND RESPONSIBILITIES:
- Manages and organizes office operations and procedures including but not limited to bookkeeping, payroll, information management, filing systems, supplies, and staffing.
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Orders and maintains office supplies and inventory.
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Maintains office equipment; negotiates and monitors purchase and lease contracts.
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Analyzes and maximizes office productivity.
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Establishes, modifies, implements, and monitors systems and procedures to enhance timely and efficient workflow.
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Develops and manages a central filing system including archives and vendor files.
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Establishes and monitors uniform correspondence procedures and style practices.
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Develops and monitors office budget; ensures office activities are conducted within budgetary restrictions; initiates cost reduction programs.
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Manages office(s) security system.
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Prepares reports and correspondence as needed.
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Negotiates and maintains contracts with outside vendors.
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Manages office petty cash fund and reimbursement procedures.
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Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence and memoranda, faxing, copying, and mailing.
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Hires, trains, supervises, motivates, and develops office staff; manages schedules and workflow.
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Assigns duties and monitors quality of work; assures staff conforms to organizational policies and procedures and government regulations.
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Provides day-to-day guidance and oversight of subordinates; actively works to promote and recognize performance.
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Keeps up to date on overall activities of the team, identifying problem areas and taking corrective actions.
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HR generalist and some HR activates
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Safety and OSHA 300 compliance
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Performs other related duties as assigned by management.
OFFICE MANAGER SUPERVISORY RESPONSIBILITIES:
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Directly supervises 20 employees within the 5 department(s).
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Indirectly supervises 200 employees within the 5 department(s).
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Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
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Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
OFFICE MANAGER QUALIFICATIONS:
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Bachelor’s degree (B. A.) or equivalent, two to four years related experience, or equivalent combination of education and experience.
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Basic competence in duties and tasks of supervised employees.
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Excellent verbal and written communication skills.
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Commitment to excellence and high standards.
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Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
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Ability to work independently and as a member of various teams and committees.
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Acute attention to detail.
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Ability to deal effectively with a diversity of individuals at all organizational levels.
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Good judgment with the ability to make timely and sound decisions
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Demonstrated ability to plan and organize projects.
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Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
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Proficient in HR platform, Training videos program, Microsoft Office
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Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
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Bilingual skills are a plus.
OFFICE MANAGER COMPETENCIES:
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Problem Solving-Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
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Delegation-Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
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Leadership-Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
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Managing People-Includes staff in planning, decision-making, facilitating, and process improvement; Takes responsibility for subordinates' activities; Makes self-available to staff; Provides regular performance feedback; Develops subordinates' skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products, and services; Continually works to improve supervisory skills.
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Quality Management-Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
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Business Acumen-Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
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Cost Consciousness-Works within approved budget; Develops and implements cost-saving measures; Contributes to profits and revenue; Conserves organizational resources.
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Motivation-Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
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Planning/Organizing-Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
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Quality-Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
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Quantity-Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; Works quickly.
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Innovation-Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
OFFICE MANAGER PHYSICAL DEMANDS AND WORK ENVIRONMENT
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Continually required to stand
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Continually required to walk
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Continually required to sit
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Continually required to utilize hand and finger dexterity
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Continually required to talk or hear
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Occasionally required to lift/push/carry items less than 25 pounds
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Continually loud noise (examples: metal can manufacture, large earth-moving equipment)
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Continually very loud noise Phones
OFFICE MANAGER BENEFITS
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Paid Time Off
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Employee Discounts
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401K
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Medical, Vision, & Dental Insurance
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Short & Long Term Disability Insurance
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Accidental, Critical, & Hospital Indemnity Insurance
Term Life Insurance
