Office Manager

Austin Ribbon & Computer (ARC) an Austin Texas based, woman owned company, in business since 1984 is seeking to fill the position of Office Manager. ARC provides a small company atmosphere with all the benifits normally found in a much larger organization.

 

The Office Manager is responsible for the smooth operation of day-to-day business of the company, ?No excuses accepted.? An Office Manager creates an environment where people function efficiently. The ARC Office Manager must exercise sound judgment day in and day out. Pressure in this position will be significant. The ARC Office Manager must have confidence, common sense, loyalty, and the ability to motivate others. 

The Office Manager will coordinate and direct all administrative support functions. Implement policies and procedures for production of documents, work flow, filing, ordering of supplies, records maintenance, and other clerical services. The Office Manager will organize office operations such as workspace assignment and layout.

 

(1)  MAJOR DUTIES:

(a) Supervises the work performed in all administrative activities within the ARC office, including office management, implementation of procedures, order management and order processing, records management, collection and reporting of statistics, and accounting functions.

(b)  Gain a complete understanding of the basic flow of all Order Processing from quotes to orders, to purchase orders to inventory to invoicing.  This person needs to be able to understand and follow through with the entire Order Process. 

(c) Work closely with ARC executive team to meet company?s staffing, equipment, and organizational needs. Assist in decision process for hiring, terminating, promoting, or evaluating office personnel as well as other HR duties.

(d)  Train and cross-train staff in process and procedures. Determine training needs to maximize performance of office staff.

(e) Manage employee benefits, 401(k), health insurance, life insurance, dental insurance.

(f) Manage the actual ARC office in respect to, equipment, phone system, office furniture computers etc.

(g) Coordinate with each division in the development and implementation of policies within the office. Develop or improve operating procedures, forms and systems. Plan, develop and facilitate changes in procedures, forms and practices, work flows, assignments and equipment.

(h)  Advises employees when unusual work situations arise or when new procedures are instituted.

(i)  Supervise the training of new employees and the ongoing training of existing employees, resolve unusual employee problems, and supervise employee time and attendance records.

(j)  Prepare manuals and other materials describing procedures and standards.

(k)  Serve as ?point of contact? for information concerning the activities of the office, capable of responding to all inquiries within established guidelines.

(l)  Assists in the preparation and maintenance of the office budget.

(m) Supervises and or performs special projects as required.

 

POSITION REQUIREMENTS:

(1)  College Degree and a minimum of ten years of experience in a supervisory position within an office setting

(2)  Knowledge of effective supervisory and management techniques.

(3)  Incredible organizational skills

(4)  Complete attention to details

(5)  Ability to coordinate work efficiently, set priorities and motivate your team to exceed expectations

(6)  Considerable knowledge of and ability to use personal computers and related software.

(7)  Experience with data bases and spreadsheets, preferably in Excel and Access.

(8)  Extensive experience in Windows-based accounting/processing systems.

(9)  Successful candidate will posses the following skills: strong teamwork philosophy, problem-solving abilities, leadership, and professional communication both written and oral.

(10) Personality traits will include: determination, loyalty, poise, confidentiality and confidence.

(11) Flexibility to adapt to changes in organizational structure and coordinate with all ARC departments when necessary

(12) Demonstrated ability to identify problems within an office and to develop feasible solutions.

(13) Ability to maintain a variety of complex records and to prepare reports from such records.

(14) Ability to express ideas concisely and clearly, orally and in writing.

(15) Considerable interpersonal skills, including the ability to establish and maintain effective working relationships with others.

SALARY: Commensurate with experience