Production Maintenance Manager jobs in Delaware

JOB DESCRIPTION: OFFICE MANAGER

CLASSIFICATION PURPOSE

This exempt supervisory position is responsible for implementing, monitoring, and improving various corporate organize and coordinate administration duties and office procedures; performing related work as required. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and ensure day-to-day business operation is efficient and effective.

ESSENTIAL FUNCTIONS

The examples of functions listed in this job description are representative, but not necessarily exhaustive, of any one position in this job classification. Management may assign other functions not listed herein at its sole discretion.

Leadership:

 Serves as a role model by coaching administrative team.

 Demonstrates strong leadership (e.g., motivate, inspire, communicate)

 Develops strong, trusting relationships with customers and management team to foster a company positive culture.

 is a businessperson before an administrative person.

 Leads by example, supervises, coaches, and evaluates administrative staff.

Administrative:

 Takes primary responsibility for all office and administrative functions including but not limited to customers experience, timely billing, timely proposals, culture, safety, and financials

 performs administrative functions (e.g., record keeping, filing, documentation).

 completes and reviews various forms for accuracy, completeness, and compliance.

 Schedule meetings and appointments

 Organize the office layout and order stationery and equipment

 Maintain the office condition and arrange necessary repairs

 Organize office operations and procedures

 Manages filing systems and office supplies, maintains IT infrastructure and office equipment, and keeps inventory of orders

 Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

 Coordinate with IT Vendor (techno goober) on all office equipment

 Liaise with facility management vendors, including cleaning, catering and security services

 Plan in-house or off-site activities, like parties, celebrations and conferences

Extra-Mile Customer Service:

 Greet all visitors entering the company facilities and administration offices.

 Ensures all contracts for the company, all branches are executed correctly

 Addresses high level customer complaints, accounts receivable issues, and suggestions that admin team or management cannot.

 Performs conflict resolution and service recovery.

 Provides excellent service (e.g., accurate, complete, and timely) to clients, vendors, and company staff in a courteous and efficient manner.

Payroll:

 Maintains the integrity of the data in the payroll system.

 Helps approve and assist in payroll approval processes in Boss LM and ensures that it is synchronized with QuickBooks.

 Oversees paychecks, tracks employee data (e.g., vacation, sick leave, employee status);

Support:

 Provide general administrative support to all our employees.

 Supports HR, safety, and various administrative processes (e.g., inventory, record keeping, office equipment)

 Partner with HR to update and maintain office policies as necessary

 serves as the secondary interface with the bank, insurance, lenders, CPA, and surety;

 Assist in the onboarding process for administrative new hires

 monitors company safety record and implements methods to improve safe workplace practices;

 Supports financial controller in monitoring Accounts Receivable

 Supports financial controller in Managing office G&A budget, ensure accurate and timely reporting

BossLM:

 Ensures company’s financial activities in Boss and reporting are consistent with billing and produced work.

 Coordinates administrative functions to ensure efficiency, customer service, and accountability;

 Ensures all contracts for the company, all branches are executed correctly

 Ensures all billing procedures are completed in a timely and accurate manner.

 Boss LM software is most important tool, must learn and be proficient in software.

 uses Boss LM, Microsoft Office Suite and standard office equipment; email tools, spreadsheets and databases

COMPETENCIES

 Boss LM: This is the infrastructure and backbone of the company, so it is very important to learn and become proficient using this software.

 Results Oriented: Maintains focus on outcomes; is proactive and goal oriented; concentrates on meeting objectives, delivering to the required time, cost, and quality; holds performance as more important than process; sets specific, measurable goals, and takes efficient action to accomplish success.

 Record Keeping: Maintains various files, documents, and paperwork to ensure compliance with company policies and procedures, as well as local, state, and federal law; is well organized, accurate, and current.

 Decision Quality: Consistently makes effective, timely, and sound decisions; solicits information from multiple sources prior to making a judgment; addresses goals, resources, and intangibles; considers implications and contingency plans associated with all decisions.

 People Management: Responsible for staffing, training, and performance management; approves all paperwork; complies with all human resources procedures; views employees as assets.

 Customer Service: Consistently exceeds customer expectations; keeps customers well-informed, listens to them attentively, and addresses their concerns; enacts a personal approach to customer service.

 Interpersonal Skills: Treats others with respect, collaboration, and support in such a way that work relationships are improved and morale is increased; is approachable; has effective communication skills.

EDUCATION/EXPERIENCE

An example of the preferred education, training, and/or experience that demonstrates possession of the knowledge, skills, and competencies for this position includes at least five (5) years of professional experience involving accounting practices, office management, and organizational procedures.

ESSENTIAL PHYSICAL CHARACTERISTICS

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the functions required by this job classification. Reasonable accommodation may be made to enable an individual with qualified disabilities to perform the functions of this job classification, on a case-by-case basis.

Frequent: sitting, time spent on the telephone, repetitive use of hands to operate computers, printers, and office equipment, standing, bending, and stooping, twisting of waist side-to-side, turning and flexion of the neck; move, lift, and carry objects weighing up to 50 pounds; normal manual dexterity and hand-eye coordination; corrected hearing and vision to normal range.

SPECIAL NOTES, LICENSES AND CERTIFICATIONS

Pre-employment: Incumbents must sign the Confidentiality, Non-disclosure, and Non-solicitation Agreement prior to their first day on the job.

License: A valid driver’s license, which must be maintained throughout employment in this job classification, is required at the time of appointment.

Language: Though not required, bilingual English and Spanish skills are desirable.

Certifications: While a Certified Public Accountant certification is desirable, there are no specific certifications required of this job classification.

Working Conditions: Work is conducted predominantly in an office environment with associated noise, space, and computer screen exposure.

Background Investigation: Incumbents must have a reputation for honesty and trustworthiness. Misdemeanor and/or felony convictions may be disqualifying depending on type, number, severity, and recency. Prior to appointment, candidates may be subject to a background investigation and/or drug test.

Introductory Period: Incumbents appointed to this job classification serve an introductory period of three months.

KEY PERFORMANCE INDICATORS

The Key Performance Indicators for this position will be specified at the time of appointment.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 5 years (Preferred)
• Administrative experience: 5 years (Preferred)

Ability to Commute:

• Milford, DE 19963 (Preferred)

Ability to Relocate:

• Milford, DE 19963: Relocate before starting work (Required)

Work Location: In person