Job details

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.

Key areas of responsibility include:

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

Qualifications:

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

$80,000 - $90,000 a year

Full Benefits package, PTO, 401k and employee discount.

Average salary estimate

$85000 / YEARLY (est.)

min

max

$80000K

$90000K

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What You Should Know About Office Manager, Alpinestars

Are you ready to take on an exciting role as an Office Manager at our HQ in Torrance? In this pivotal position, you'll be responsible for overseeing all administrative activities, ensuring our facilities run without a hitch. You'll work closely with a dedicated maintenance team, keeping our buildings in top shape, while also managing schedules for repairs and services to building equipment. Everyday tasks will include coordinating with outside services for janitorial and security needs, maintaining inventory of office and cleaning supplies, and organizing intercompany deliveries. As the go-to person for the front desk, you’ll provide essential support to the receptionist while ensuring smooth operation of functions like mail distribution and employee celebrations. Your role will also encompass important financial duties such as managing Accounts Payable, processing payments, and reconciling invoices with meticulous attention to detail. We value strong communication skills and a detail-oriented mindset, as you’ll collaborate with our Controller to develop effective office policies and procedures. With a competitive salary ranging from $80,000 to $90,000, plus a full benefits package including PTO, 401k, and employee discounts, this role offers a fantastic opportunity to thrive in a dynamic environment. Join us and make a difference at our HQ—your contribution will help us create a supportive and efficient workplace for everyone.

Frequently Asked Questions (FAQs) for Office Manager Role at Alpinestars

What are the responsibilities of an Office Manager at our HQ in Torrance?

As an Office Manager at our HQ in Torrance, you will oversee a variety of administrative tasks aimed at ensuring the smooth operation of our facilities. Key responsibilities include managing maintenance and security for the buildings, coordinating janitorial and utility services, organizing intercompany deliveries, and supporting your team by maintaining communication and workflow. Additionally, you will handle Accounts Payable by processing invoices, ensuring proper documentation, and reconciling accounts.