Office Manager

Office Manager

The Office Manager's primary objective is to ensure that the store achieves its monthly budgeted contribution. Elements involve the financial overview and management of store expenses, including but not limited to, payroll, office and store supplies, inventory management, and on-site building maintenance. Administrative tasks such as inventory receiving and disbursing, employee records management, and health and safety are required, by enforcing company procedures to meet compliance objectives. The OM serves as the communication liaison for corporate Store Operations, Human Resources, Finance, and Merchandising Departments.

Objectives

• To ensure that the store achieves monthly budgeted profitability targets.
• To ensure the store achieves monthly budgeted sales targets.
• To provide guidance and support to store and service staff.
• Contribute to the goal of operating cooperatively with all store and corporate employees.

Essential Functions

Management Functions

• Ensure that each guest receives outstanding guest service by providing a guest-friendly environment, including greeting and acknowledging every guest, maintaining outstanding standards, solid product knowledge, and all other components of guest service.
• Act as a strategic partner in the store management team; supervise employees when delegated, introduce ideas for business improvement, openly communicate, and participate in the planning and implementation of store projects and events.
• Attend and facilitate store staff meetings. Maintain meeting minutes and submit them to the corporate Store Operations Department.
• Assist in training store employees in all areas of the store. (Including having someone trained in Office Manager Duties as a backup)
• Create the store's monthly employee schedule and ensure that payroll meets budget requirements for that month.
• Maintain store donations and store promotion budgets.
• Accomplish the monthly tasks schedule, as per defined in the Monthly Task Schedule (defined below).
• Substitute in other store departments when necessary.
• If an Office Manager is out of the store for more than 2 consecutive days, including holidays or paid vacations, OM must delegate the duties to a trained employee who will assume the responsibilities.

Service Department Functions

• Oversee the daily operations of the Service Department and supervise the Service Specialists and Bench Jeweler(s) as delegated by the Store Manager, unless there is a Service Manager on staff.
• Oversee the repair process, vendor communication, and repair tracking, unless there is a Service Manager on staff.
• Provide point-of-sale support as it relates to daily functions and serving the guest.
• Ensure that point-of-sale transactions are reviewed, edited, and posted daily.
• Ensure that store supplies such as jewelry boxes, gift boxes, wrapping paper, bows/ribbon, forms, etc. are in stock at all times.
• Perform quarterly bench sweeps, unless a Service Manager is on staff.

Human Resources Functions

• Weekly Time Card maintenance and approval.
• Ensure that each employee time card in your location has been reviewed:
• The time card is accurate to reflect the hours worked
• The incentives earned are entered on the time card
• Paid time off requests are acknowledged (approved/declined) based on availability
• Facilitate the documentation required for:
• Maintain folders for all paper job applications received in your location for two years from the date of application. Applications are stored in a locked file cabinet.
• Communicating with new hires and facilitating the onboarding of new employees.
• Employee Demographics – Report any changes in employee name, address, marital status, etc.
• Employment Status – Job Title, Location or Department, Status changes such as – full, part, seasonal, leave of absence, termination.
• Employee documentation – Performance reviews, progressive counseling documentation, workplace injuries, and all other pertinent documents.
• Enroll employees in training seminars or courses as approved by the Store Manager.

Finance Functions

• Non-Inventory Invoices - Ensure that all incoming invoices are reviewed, approved, and scanned into the Adaptive program within 5 days.
• Bank Deposits – ensures the daily bank deposits are delivered and deposited to the bank by the next business day.
• Administer Bad Check Collection Procedures.
• Retain and destroy documents and records per the Document Retention Procedure.
• Responsible for the handling of paper consumer credit applications per company procedure.

Inventory Functions

• The Office Manager is responsible for the oversight and the accuracy of all inventory-related transactions conducted in the store.
• Inventory invoices- Ensure that all incoming invoices are reviewed, approved, and scanned into the Adaptive program within 5 days.
• Transactions include but are not limited to POS transactions, disbursement of tags and merchandise from other locations, outgoing and incoming transfers, outgoing and incoming packages, etc.
• Reconcile transfers to ship and transfers to receive by the 25th of each month.
• Oversee and ensure transfer requests of inter-store merchandise and merchandise recalled to corporate location.
• Oversee transfer of all defective merchandise and trade-ins to the corporate location at least twice a week.
• Send Pre-owned jewelry purchases to HEM once a week.
• Notify the Inventory Department of any inventory product adjustments per procedure.
• Oversee new tag requests, layaway compliance, incoming and outgoing shipping, and periodic inventory counts for batteries and jewelry cleaning products.
• Layaway report graded and submitted by the 25th of each month, unless there is a Service Manager on staff.
• Oversee special order on-hand reconciliation including, but not limited to processing invoices in purchase receipts, approving expensed invoices, etc.
• Reconcile return/trade tile with the goal of nothing open over two weeks.
• Responsible for physical inventory preparation and in-store duties during physical inventory.

Competencies

• Leads and manages in a way that is consistent with the organization's values.
• Financial Management.
• Ethical Conduct.
• Customer/Client Focus.
• Learning Orientation.
• Administrative organizational skills.
• Conflict Resolution skills.
• Communication Proficiency.

Supervisory Responsibility

This position has periodic direct supervision responsibilities, as delegated by the Store Manager.

Work Environment

This job operates in a retail environment with merchandise displays and items available for purchase in inventory. It also requires operation of computers, telephone, fax machine, printers, and other electronic devices.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires frequent standing, walking, bending, kneeling, stooping, and crouching. Occasional sitting, and climbing. The employee must occasionally lift and/or move items over 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work

This is a full-time position and requires 8 hours of work per day, 5 days per week. This position regularly requires an extended schedule with nights, weekends, and some holiday work to allow for proper supervision of employees and the operational needs of the store.

Travel

Some travel is required. Examples; Managers Meetings, training seminars, company events.

Required Education and Experience

• High school diploma or GED.
• Familiar with Microsoft Office Programs.
• At least 2 years of experience in retail store.
• At least 2 years in an administrative or clerical role.

Preferred Education and Experience

• Bachelor's Degree in a Business-related field of study.
• Jewelry Certification trained; GIA, JA, DCA, etc.

AAP/EEO Statement