Summary Manages a variety of general office activities by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Analyzes and organizes office operations and procedures such as bookkeeping, preparation of payrolls, personnel, information management, filing systems, requisition of supplies, and other clerical services.
Maximizes office productivity through proficient use of appropriate software applications such as Micro Soft Office and Excel.
Manages paper flow of work orders from National Accounts and assists with dispatching technicians to job locations for timely completion of work at job site.
Researches and develops resources that create timely and efficient workflow.
Establishes uniform correspondence procedures and style practices consistent with Cosco's bidding procedures.
Using the accounting software Great Plains the office manager opens new jobs, sets up change orders, appropriately bills or invoices clients for work completed and closes jobs for final disposition.
Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
Plans office layout, develops office budget, and initiates cost reduction programs.
Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness. Assists in the hiring process for both union and non-union personnel; works closely with the Human Resources Department to accomplish this task. Maintains personnel files for the district office and ensures copies of documents are sent to the HR department for inclusion in permanent personnel files.
Prepares activities reports for management regarding service and contract billings, job bids sent out, invoices processed, etc.
Maintains contact with customers and outside vendors and responds to inquiries when management and sales personnel are not available.
To perform the job successfully, an individual should demonstrate the following competencies:
Analytical - Collects and researches data; Uses intuition and experience to complement data.
Problem Solving - Identifies and resolves problems in a timely manner; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service ; Responds to requests for service and assistance; Meets commitments.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
Quality - Demonstrates accuracy and thoroughness.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals.; Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Asks for and offers help when needed.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or general education degree (GED); and three to five years related experience and/or training in an administrative position in the construction industry.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
To perform this job successfully, an individual should have knowledge of Great Plains Accounting software; Internet software; Order processing systems; Payroll systems; Excel Spreadsheet software and Micro Soft Office Word Processing software. The office manager must be skilled in writing simple formulas in Excel and utilizing all document creation tools in MS Word.
Other Skills and Abilities
Must have experience in the construction industry. Must be experienced in lien and pre-lien filings. Must have experience in dispatching technicians for work order completion.
COSCO Fire Protection is a multifaceted, full service fire sprinkler and life safety systems company specializing in the installation, service and inspection of a wide variety of automatic fire sprinkler systems, fire alarm (life safety systems), kitchen suppression, extinguishers and special hazard systems throughout the West Coast. COSCO Fire Protection is currently expanding our service operations throughout all of our district locations and offers tremendous opportunities to those service minded individuals in the fire protection/life safety marketplace
San Diego, CA
Mon, 25 Sep 2017 17:23:06 PDT