Office Manager
Office Manager
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Job Description
FUJITEC AMERICA
OFFICE MANAGER
JOB SUMMARY
Responsible for successfully managing a branch offices administrative and financial processes which also include union employee human resources administration and payroll. This position exercises discretion and independent judgement with respect to matters of significance.
ESSENTIAL DUTIES
Office Management
- Manage the day-to-day administrative functions of the branch ensuring that corporate processes and local branch procedures are followed.
- Maintain records of company vehicles and drivers auto claim reports fuel cards and toll passes.
- Manage branch field safety program.
- Coordinate elevator testing.
- Train and cross-train branch administrative employees so that all administrative functions are performed correctly consistently and in a timely manner. Offer backup support to branch administrative staff.
- Follow the corporate process for injury and liability claims reporting and yearly OSHA reports. Maintain claim files compile data regarding claims and work with Corporate Safety department.
- Ensure maintenance of office equipment and any lease agreements required for the equipment.
- Manage general office duties including ordering of office supplies PPE supplies business cards mobile phones service uniforms and office badges (if applicable).
- Manage branch filing systems including electronic files.
- Maintain contact with customers outside vendors and corporate headquarters.
- Conduct research compile and generate reports.
- Coordinate branch facility maintenance and repairs as needed.
Finance
- Manage the service accounts receivable processes which include maintenance repair and billable invoicing; credit memos; and credit card payment vouchers.
- Provide statements for customers manage unapplied cash/credits and work with corporate finance to resolve AR issues.
- Maintain customer billing info including invoice settings contacts purchase/work orders billing rates and discounts.
- Generate monthly construction AIA pay applications schedule of values and waivers.
- Enter billings into Vision and customer portals if applicable.
- Maintain accounts receivable ledgers.
- Schedule 3rd party testing (CAT 1/CAT 5) and coordinate testing dates with customers as needed.
Human Resources and Payroll
- Administer union new hire onboarding HR forms safety information and company policy. Act as company representative for I-9 and E-Verify; coordinate drug testing; set up and train employees on safety app expense app phone and email.
- Accurately set up and maintain union employee information in Fujitec system and HRIS. Enter and maintain deductions union benefit information and terminations.
- Ensure proper processing of weekly union payroll in Vision and transmittal in ADP.
- Approve time and attendance for direct reports and ensure adherence to Human Resources policies.
This job description is not intended to be all-inclusive and the employee will also perform other reasonably related business duties.
DIRECT REPORTS
(1)-Administrative Coordinator This role manages nonsupervisory employees and carries out supervisory responsibilities in accordance with the organizations policies and applicable laws. Responsibilities include interviewing hiring and training employees; planning assigning and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems. All hiring coaching performance management and terminations are to be in coordination with HR support and approval.
JOB QUALIFICATIONS AND REQUIREMENTS
- Education: Bachelors degree in related
- Experience: Minimum 3 years in finance and/or office management
SKILLS/CORE COMPETENCIES
- Technical Professional Knowledge
- Teamwork and Cooperation
- Communication
- Leadership
- Attention to Detail
- Decision Making (Problem Solving)
- Planning and Organizing
WORK ENVIRONMENT AND EXPECTATIONS
Job duties are performed mainly within an established office environment under normal lighting and climate-controlled tolerances. The noise level in the work environment is usually low to moderate.
Requires a consistent physical presence at the branch office to oversee shared services functions and employees normally achieved by working standard business hours. Certain positions will require a flexibility of working hours to meet the demands of the job and the direction of the manager.
The work environments are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL REQUIREMENTS
- Prolonged periods of standing and walking.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
PAY TRANSPARENCY INFORMATION
The 2025 base pay scale for this position is bolded below:
$68850 TO $99100
This base pay range represents the anticipated low and high range of wages for this position. Actual salaries will vary and will be based on various factors such as candidates location qualifications skills competencies and proficiency for the role.
In addition to base pay full-time employees are eligible for insurance (medical dental vision life short-term disability and long-term disability) and a 401(k) plan all subject to the terms and conditions of those plans which may change from time to time. Employees are also eligible for certain paid-time off benefits pursuant to our policies (which may change from time to time) and applicable laws.
This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed to be an exhaustive list of all responsibilities skills efforts or work conditions associated with the job. Furthermore the employer reserves the right to revise or change job duties and responsibilities as the need arises.
Fujitec America is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age pregnancy genetic information disability status as a protected veteran or any other applicable statutorily protected group status under local state or federal law.
In compliance with federal law all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work for any employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment visa.
Required Experience:
IC
Employment Type
Full Time
