Office Manager

Our Service Standards:

We are here to deliver a WOW experience to our clients.

Office Managers Mission:

The Office Manager reports to the CEO and Senior Client Manager. The mission of the Office Manager is to ensure the smooth running of the office and workflow. Providing clients with a very positive experience on each point of contact with the office, setting expectations very carefully and meeting those expectations. One of the main jobs of the Office Manager is to provide business clients with a complete checklist of information needed before each business job is started. The checklist is provided to the Office Manager in a formal format from the Client Managers.

The Firm owner wear many hats which diminishes the effectiveness of each role. Looking for a person to alleviate the firm owner, have a willing attitude to learn new software and jobs. Help the owner in any and all areas of firm management so all parties involved have success.

A summary of other tasks the Office Manager does includes the following:

1. Overall, contribute to the management of the work, team and clients. Be willing to participate with the day-to-day operations in any capacity required

2. Answering Telephone calls.

3. Setting up working papers for business jobs for the Client Managers

4. Saving client data to the system

5. Returning standard administration queries and emails to clients

6. Following up overdue invoices weekly

7. Updating Job Profitability Spreadsheet

8. Making appointments for all Team members

9. Acting as the personal assistant and coordinator for the CEO

10. Sending letters of all types once reviewed by a Client Manager

11. Scanning all incoming relevant documents and mail and organizing digital files in the system

12. Contacting the client for missing information

13. Preparing Invoices

14. Greet clients professionally with a smile

15. Implement our client complaints policy where required

16. Implement the no By- Pass Policy where relevant

17. Send out completed Jobs once authorized by the Client Manager

18. Organize Traveling arrangements for all staff

19. Driving the Daily Huddle each day with the relevant teams.

20. Applying Customer payments to invoices in Xero Accounting

21. Correspondence to clients, mail management, filing, faxing

22. Preparation and distribution of Invoices to clients

23. Daily maintenance of huddle board adding and removal of jobs coming in and going out.

24. Creates jobs in our software to track jobs

25. Check off and file returns that were lodged the previous day and scan into client folders.

26. Completing all job card for the steps

27. Enter all outgoing mail into the Mail book (excel spreadsheet).

28. Daily trip to Post Office

29. Creating new and maintaining Client folders

30. Ordering of Stationery

31. Petty Cash reconciliation

32. Maintaining archive files

33. Working in Hubspot assisting in Marketing efforts

34. Monitor the website chat

Job Types: Full-time, Part-time

Pay: $26.43 - $27.81 per hour

Expected hours: 20 -40 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• Monday to Friday

Experience:

• Administrative experience: 2 years (Required)

Ability to Commute:

• Thousand Oaks, CA 91360 (Required)

Work Location: In person