Office Manager

Responsible for the oversight and support of all administrative duties at HQ and R&D to ensure that the facilities are fully operational with all utilities functioning properly.

• Oversee maintenance team and security of buildings and grounds
• Schedule and supervise maintenance repair work and assist with checking installation and servicing building equipment
• Maintain records of keys/fobs
• Maintain ongoing communication and contracts with outside services
• everyday business needs (i.e. Janitorial, Security, Utilities, Water coolers)
• Look into Rug cleaning services (Cintas, ?)

• Oversee intercompany and outside pickups/deliveries daily        
• Organize and manage the daily schedule and execution of intercompany deliveries
• Manage requests for pickups and deliveries on an as-needed basis

• Oversee opening/closing responsibilities at HQ
• Act as point person for communications about help needed when the schedule person to close or open is out of office

• Oversee receptionist responsibilities, provide training and support
• Provide support and oversight to receptionist for responsibilities
• mail and package distribution.
• manage office supplies inventory and place orders as necessary
• manage cleaning supplies inventory and place orders as necessary
• manage breakroom and coffee supplies and place order as necessary
• plan and execute company celebrations (anniversaries/birthdays, etc)
• Ensure front desk coverage and schedule backup coverage as needed.

• Oversee vehicle records
• Repairs and Maintenance (maintain log of all repairs done) & Cleaning
• Insurance (claims, adding and removing employees)
• DMV/other regulatory obligations

• Oversee Telephone records
• Company cell phones/hot spots
• Monitoring to ensure correct coverage (usage, international travel, etc)
• Internal telephone extension records

• Managing Accounts Payable
• Responsible for processing and printing weekly payment runs, ensuring all invoices are approved and coded properly 
• Entering and matching invoices to purchase orders, packing slips, receipts, and resolving any discrepancies.
• Review employee expense reports for appropriate documentation, proper coding, and approval
• Oversee and reconcile corporate credit cards in Concur
• Respond to all payment and general AP inquiries to ensure they have been resolved accurately and timely
• Reconciling vendor statements, researching, and correcting discrepancies
• Develop and implement new procedures and features to enhance the Accounts Payable workflow
• Month-end and year-end reports (1099 Reporting)
• Ensure proper internal controls over Accounts Payable are in place, improve as needed
• Occasional receptionist duties

• Develop office policies and procedures with the Controller, and ensure they are implemented appropriately while also identifying opportunities for process and office management improvements.
• Design and implementation with an emphasis on creating efficiencies and streamlining procedures

• 2-4 years of proven experience as an office manager or similar role
• 1-2 years of experience with AP, Accounts Payable
• Bachelor's Degree preferred, but not required
• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• HP/Mac Savvy
• Proficiency in Microsoft Office Suite including Excel and other relevant software
• Detail-oriented and ability to multitask effectively
• Problem-solving and decision-making abilities
• Leadership and supervisory skills
• Knowledge of administrative procedures and compliance regulations