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POSITION DESCRIPTION

POSITION TITLE: Office Manager
BRANCH LOCATION: Hattiesburg, MS
DEPARTMENT: Administration
SUPERVISOR: Branch Manager

PURPOSE AND SCOPE

Under general supervision, the Office Manager will provide administrative assistance to the Branch Manager, Sales and Technical staff. This position will interact with and provide a point of coordination between the Branch and Corporate Offices.

ESSENTIAL RESPONSIBILITIES

1. Administrative Duties
• Accounts Receivable with customer interaction.
• Reviewing and coding invoices for Accounts Payable.
• Close and report service tickets for billing.
• Manage three office administrative staff.
• Liaison between Branch Office and Corporate Accounting/HR staff.
• Coordinate new hire process and orientation.
• Audit Employee timecards for accuracy prior to Management approval. Send approved timecard summaries to the Corporate Office for payroll entry.
• Monthly reporting that includes status of jobs and sales activities.
2. Attends company meetings as required by Management.
3. Provides excellent customer service, receive incoming phone calls as needed.
4. Work with management to resolve internal and external customer issues in a timely manner, meeting or exceeding the needs of the customer and the company.
5. Provide courteous and professional responses to the internal and external customer at all times.
6. Refers non-routine questions & inquiries to management.
7. Perform related services as required.

POSITIONS SUPERVISED

Office administrative staff.

QUALIFICATIONS REQUIRED

Education - High School diploma or equivalent.

Previous Experience -  A minimum of three to five years office administrative support experience.

Special Skills and/or Desirable Qualifications – Ability to handle a high volume of telephone calls with excellent telephone skills.  Experience in coordinating projects from start to finish with strong detail orientation.  Ability to work overtime if needed.  Good time management, organizational and multitasking skills.  Must be able to work during times of high work loads.  Must be able to work with a variety of people of all skill levels. Must be capable of learning and using the appropriate software and electronic tools provided by ISS to competently manage all assigned tasks.

Language Skills –   Strong written and verbal communication skills a must.  Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability – Ability to define problems, collect data, establish facts, and draw valid conclusions.  Must be able to effectively deal with customer issues simultaneously.  Effective negotiation and excellent analytical skills.  Strong time management, organizational and multitasking skills.  Ability to plan each day while adapting to constant interruptions.  Ability to maintain employee confidentiality and treat employees with respect at all times.

Math Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute percents and to develop and interpret bar graphs.

Computer Skills - Working knowledge of Windows 95, 98, NT, XP, 2000, Microsoft Office, including Word, Excel, Access, and Outlook.

Certificates, Licenses, Registrations – Must have a current Louisiana Drivers License and a favorable DMV Report must be maintained at all times

Physical Demands – While performing the duties of this job, the employee is regularly/frequently required to use hands to finger, handle or feel objects, equipment or controls and talk or hear.  The employee must occasionally lift and/or move up to 25 lbs. The employee must be able to drive, sit, walk, stand, bend, reach with hands and arms, stoop, kneel, crouch, crawl, climb and balance.  Specific vision and abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Regular attendance is required.  The noise level in the work environment is usually medium to moderate.

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