Office Manager
Posted on :
27-06-2023
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Posted on :
27-06-2023
Job Description
Who We Are:
Designscapes Colorado is a landscape design/build firm with an impressive portfolio of commercial and residential projects ranging from large community parks and streetscape design to extensive outdoor living spaces and quiet, intimate gardens. The breadth of our services and experience is vast, but our company focuses on giving each client a customized, one-on-one experience. We view ourselves as partners with our clients, employees, community and our environment. We are a hands-on and client-centric company with a warm culture – join the family!
What You Will Do:
The Office Manager is responsible for managing the bookkeeping, payroll, and administrative processes and procedures for the Maintenance team. This role assists the Team Manager and supports the Account Managers. The Office Manager will maintain high quality standards consistent with the company mission statement and operating practices. This role reports to the Maintenance Team Manager and works onsite in Centennial, Colorado Monday through Friday. Snow removal duties are not required in this role.
Responsibilities:
Administrative
Ideal candidates will have exceptional attention to detail, strong organizational skills and possess the ability to multitask in a fast paced environment. You’re proactive, have a positive, “can do” attitude, and take initiative to improve processes. You enjoy solving problems and others would describe you as a “self starter” who is able to work independently. You take pride in your work and you enjoy working on a team. You possess a level of professionalism that enables you to always represent the company in a positive manner.
Requirements:
Designscapes Colorado is a landscape design/build firm with an impressive portfolio of commercial and residential projects ranging from large community parks and streetscape design to extensive outdoor living spaces and quiet, intimate gardens. The breadth of our services and experience is vast, but our company focuses on giving each client a customized, one-on-one experience. We view ourselves as partners with our clients, employees, community and our environment. We are a hands-on and client-centric company with a warm culture – join the family!
What You Will Do:
The Office Manager is responsible for managing the bookkeeping, payroll, and administrative processes and procedures for the Maintenance team. This role assists the Team Manager and supports the Account Managers. The Office Manager will maintain high quality standards consistent with the company mission statement and operating practices. This role reports to the Maintenance Team Manager and works onsite in Centennial, Colorado Monday through Friday. Snow removal duties are not required in this role.
Responsibilities:
Administrative
- Manage the purchase order and work order processes and requirements with Account Managers.
- Prepare and track work orders, invoicing, and billing in a timely manner.
- Create and complete all work orders for the various crews and managers within 24 hours.
- Assist Account Managers with field payroll hours for tracking overtime issues.
- Complete Irrigation Work Orders daily.
- Oversee and work with the Administrative Assistant to resolve customer service, timesheet, scheduling issues.
- Post hours for hourly employees in Sage Contractor 100 system.
- Respond to internal questions in a timely manner.
- Oversee and work with the Administrative Assistant on communications with clients via telephone/email in a professional and timely manner to confirm schedules, respond to client complaints and/or concerns related to maintenance services, including follow-up.
- Serve as a back-up to the Receptionist by answering phones during lunch and/or breaks.
- Update and deliver the Work in Progress (WIP) to accounting by the 5th of each month.
- Approve all invoices in Sage Paperless for accounting daily.
- Assist with billing issues between team and client, and help resolve by discussing with Account Managers.
- Assist Team Manager with reviewing the Accounts Receivable during monthly meetings.
- Ensure the Administrative Assistant is collecting time sheets daily and inputting payroll daily into Sage to meet the established deadline (noon on Tuesday).
- Verify accuracy of payroll hours daily into Sage to meet the established deadline (noon on Tuesday).
- Audit snow logs against timesheets to ensure accuracy prior to invoicing.
- Prepare Work Orders for snow removal work performed prior to invoicing.
- Oversee and work with Administrative Assistant in providing excellent customer service and respond in a timely manner to customer inquiries, concerns and complaints.
- Work with HR Manager to accurately translate forms into Spanish
- Assist with interviewing Spanish speaking candidates.
- Assist HR Manager with orientation and safety training for Spanish speaking new hires.
- Serve as a member of the H2B and Permanent Resident committee.
- Assist in the onboarding process for the seasonal H2B employees to include completing the required paperwork, auditing documentation, provide safety training and communicating pertinent information.
- Assist HR with identifying nominees for the Permanent Resident Program.
Ideal candidates will have exceptional attention to detail, strong organizational skills and possess the ability to multitask in a fast paced environment. You’re proactive, have a positive, “can do” attitude, and take initiative to improve processes. You enjoy solving problems and others would describe you as a “self starter” who is able to work independently. You take pride in your work and you enjoy working on a team. You possess a level of professionalism that enables you to always represent the company in a positive manner.
Requirements:
- 3-5 years of experience in an administrative or office manager role.
- High school diploma
- Associates Degree in Accounting, Administrative, General Business preferred, not required.
- Bookkeeping/Accounting background required.
- Tech savvy, with proficiency using software systems. Experience with Sage and Aspire, a plus.
- Proficient in Microsoft Outlook, Word and Excel.
- Landscape experience, a plus.
- Proficient on a 10-key calculator.
- Excellent communication and interpersonal skills.
- Bilingual preferred, not required.
- Medical, dental, vision premiums covered at 50%
- Retirement plan with company match
- 2 weeks accrued paid vacation that increases with time at the company
- 7 paid holidays
- $30k life insurance paid by employer
Employment Type
Full Time
Key Skills
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