Office Manager
Sperber Companies
Description Position Overview: The Office Manager combines branch-level administrative leadership with hands-on accounting, HR, and payroll responsibilities. This role requires strong organizational skills, attention to detail, and the ability to manage competing priorities while ensuring the smooth day-to-day operation of the branch. May oversee administrative assistants where applicable. Responsibilities: Accounting / Accounts Receivable
- Generate and send invoices through Aspire, ensuring accuracy and alignment with operations
- Oversee the collections process, following up on past-due invoices per company standards and keeping the operations team informed and engaged
- Manage branch month-end close, and the Aspire close checklist
- Monitor and resolve unapplied cash aging, maintaining balances under 30 days
- Process invoice write-offs and customer refunds per company procedures
- Collaborate with Shared Services team to resolve cash application issues
- Set up new vendors as needed
- Create Purchase Orders as directed
- Match vendor invoices to POs, receive POs, and resolve discrepancies with operations
- Resolve flagged PO corrections weekly
- Review vendor statements for missing invoices monthly
- Monitor vendor credits and outstanding checks
- Collaborate with corporate shared services to resolve vendor payment issues
- Manage application processing, new hire onboarding, and verification of hiring documents
- Ensure I-9s and required paperwork are processed and stored correctly
- Track and document completion of required HR trainings
- Support additional local HR needs as requested by the HR department
- Oversee coordination of onboarding new employees, report to location, uniforms, training, PPE, etc
- Oversee coordination of weekly transportation planning for commuting employees, PTO logistics, etc
- Maintain MVR Software/database and approved driver records
- Provide Osha 300 Log information as needed
- Assist with coordination, reporting, and LOA administration in the event of an employee injury
- Support Operations Team with employee relations, annual reviews and employee coaching
- Ensure all hourly time is accounted for daily; notify managers of clock-in/out and time-saving issues
- Confirm weekly time is accurate and submitted to payroll on time
- Collaborate with payroll and HR to resolve any payroll discrepancies
- Support operations in maintaining Aspire processes per company standards
- Continuously audit and update system Aspire data (customers, properties, etc) to ensure accuracy
- Local Subject Matter Expert - provide basic Aspire, NetSuite and Innova support and training to operations team
- Assist with basic IT support, including submitting helpdesk tickets, and basic hardware/software troubleshooting
- Sort and distribute branch mail and parcels as needed
- Manage Certificates of Insurance requests and issuance
- Answer phones and assist customers and employees as needed
- Coordinate branch facility maintenance services
- Manage business licenses, office and uniform supply ordering, and branch meetings and events
- Inventory and manage PPE and uniform supply
- Maintain and coordinate renewal of vehicle registration
- Experience in office administration in the landscaping industry or related field
- English/Spanish bilingual strongly preferred
- Strong organizational and multitasking skills
- Clear, professional communication and interpersonal skills
- Proficiency in Microsoft Office Suite
- Detail-oriented with a high standard for accuracy
- Ability to lead and support a team effectively
- Working knowledge of basic accounting principles, HR/employee relations, and compliance requirements
Vacancy posted 20 hours ago
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