Acres Group

  • Office Manager (bilingual Spanish preferred)

    Location US-IL-Plainfield
    Posted Date 4 weeks ago(11/13/2018 4:55 PM)
    Job ID
    2018-1570
    # Positions
    1
    Experience (Years)
    3
    Category
    Accounting/Finance - Office Manager
  • Overview

    OFFICE MANAGER (Bilingual Spanish preferred) - Plainfield, IL

    * TOP PAY * BENEFITS * GROWTH *

    MAJOR OBJECTIVES:

    The main objectives of the Office Manager position are to provide administrative, accounting and clerical support to the Green-Up team.  This will be accomplished by direct supervision of the office team and support for all basic facility accounting and customer service functions.  The Green-Up Office Manager and team will act as support to the sales team and superintendents.  S/he will assist with the organization and maintenance of applicable records and files and the overall facility environment and workflow. 

    Responsibilities

    ESSENTIAL FUNCTIONS:

    • Lead, motivate, develop and manage the Green-Up office team. Foster a workplace environment consistent with the values and mission outlined by Company leadership/ownership.  Conduct biannual performance reviews.
    • Oversee the weekly payroll administration, certified payroll preparation and monthly Union reporting. Assure Prevailing Wage records are kept current for each county in which we work.
    • Oversee bid/estimate preparation and its entry into the ERP system and other associated functions including obtaining/providing the proper certificates of insurance. Supervise billing, and accounts payable functions including purchase order process and statement reviews.
    • Manage job cost reporting, monthly meetings and corrections.
    • Manage accounts receivable and collections. Complete and submit all supplier and contract waivers and contract specific AIA documents on a timely basis.  Prepare for and assist with conducting monthly status meetings.  Call clients on all receivables over 30 days.
    • Review pipeline reports and work with sales team to maintain the accuracy of these reports on a monthly basis. Review billing reports to assure all billing has been completed.
    • Provide administrative support to the sales team by assisting with bid packet completion, contractor qualification paperwork, procurement of surety and performance and labor bonds, reviewing all signed contracts for compliance and follow-up needs, and other items as needed.
    • Complete subcontractor qualification documents with new subcontractors and forward to the Manager of Subcontracting.
    • Assist with marketing and customer service functions such as the Green-Up Gazette customer newsletter, trade show preparation and customer appreciation event preparation.
    • Assist with preparation for and attend weekly Sales/Production meetings.
    • Provide general administrative support for the Director by researching and routing correspondence, drafting letters and documents, collecting and analyzing information, running reports, initiating communications, etc.
    • Oversee human resource responsibilities for the Company including recruiting and hiring field staff, conducting orientation and training sessions, maintaining the HRIS system, overseeing performance management processes, employee relations, FMLA and other compliance management.
    • Fulfill Human Resources administrative responsibilities including uniform, PPE and first aid supply orders, reporting, and assisting with planning of annual employee events,
    • Effectively process Incident Reports including incident investigation, employee disciplinary follow-up, computer data entry, management reporting, taking injured employees for medical attention, and assisting them with translation and case management, maintaining close communication with injured employees, facilitating light duty return to work, filing claims with insurance and coordinating with insurance adjustors as necessary.
    • Perform additional safety responsibilities including but not limited to conducting safety inspections, conducting safety committee meetings, maintaining the OSHA 300 log, updating SDS forms, refreshing tailgate safety talks, and tracking superintendent preventive safety activity.
    • Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and making adjustments to plans.
    • Coordinate and supervise standard operating procedures and training programs related to office functions.
    • Perform monthly critiques and update the Office Administrative Rolling Calendars.
    • Assure Company files are created, updated and purged as appropriate including job files, contract books, confidential certified payroll files, etc.
    • Oversee monthly office and facility supply orders.
    • Oversees the contracts, maintenance & repair of office equipment including copiers, fax machines, postage machine, etc. in conjunction with support from other office personnel.
    • Supervise set-up and service of the voicemail system with IT support as needed.
    • Handle customer complaints with tact and promptly resolve them in order to ensure constant customer satisfaction.
    • Participate in company-based committees and programs (as applicable).
    • Establish and maintain a good working relationship with your Manager, direct reports and other staff members with which you interact.
    • Keep your manager informed of progress and problems on the job.
    • Maintain and work to improve Green-Up’s positive image in the industry through professional communication and interaction with customers, vendors, fellow employees, etc.
    • Proactively anticipate problems and suggest solutions in order to avoid employee and customer complaints

     

    Qualifications

    REQUISITE KNOWLEDGE, SKILLS, AND ABILITIES:

    • Professional call handling and reception skills required.
    • The proven ability to service all levels within an organization, including both office and field employees, with a positive attitude as well as the ability to handle time sensitive data in an appropriate manner.
    • Computer proficiency in a Microsoft office environment and prior experience working with a computerized accounting system.
    • Excellent administrative, organizational, and written and verbal communication skills, attention to detail and accuracy.
    • Works well under pressure; ability to handle high volume, fast paced, multi-taking work environment.
    • Strong work ethic and belief in personal accountability.
    • Collaborative, teamwork attitude and outlook with an ability to work effectively under pressure, belief in personal accountability and strong work ethic.
    • Fast and accurate data entry skills.

    PREREQUISITES:

    • 1-3 years office management experience, preferably with supervisory and team building responsibilities.
    • Microsoft Office proficiency- Outlook, Word, Excel, PowerPoint, Experience with Axapta software a plus.
    • Associate or Bachelor’s in Business Administration desirable.
    • Notary Public certification maintained on an ongoing basis.
    • Bilingual English Spanish highly desirable.
      • For consideration please email your resume to: greatjobsare@acresgroup.com

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