Office Manager

Job Description

Job Description

POSITION SUMMARY:
The Office Manager provides administrative, operational, and analytical support for a new facility serving a major municipal customer. In addition to providing routine administrative functions, this role is also responsible for tracking, validating, reconciling, and reporting operational and financial data to support accurate customer billing, expense management, and business reporting. The ideal candidate is highly proficient in Excel, detail-oriented, able to identify and resolve data discrepancies, and comfortable working across multiple software systems.

KEY SUCCESS FACTORS:

• Perform administrative and operational support functions
• Help maintain exceptionally high levels of accuracy in operational and financial data.
• Demonstrate strong analytical and critical-thinking skills when evaluating data.
• Identify, investigate, and resolve data discrepancies after they impact reporting or invoicing.
• Ensure customer billing data is complete, validated, and submitted on schedule.
• Quickly learn and effectively utilize multiple software platforms and reporting systems.
• Serve as a dependable business partner to facility leadership and operational teams.
• Maintain professional and effective communication with internal staff and customer representatives.

ESSENTIAL FUNCTIONS:

ADMINISTRATIVE

• Receive incoming telephone calls and assist caller by answering questions or directing the call through to appropriate person.
• Greet onsite visitors in a professional manner. Assist visitors with sign-in and familiarize them with visitor safety requirements.
• Establish, develop and maintain filing systems, both physical and electronic as needed. Retrieve information from files when needed.
• Accurately perform data entry using multiple platforms
• Schedule and organize meetings, conference calls, business travel, conferences and facility activities.
• Sort and distribute incoming mail and manage outgoing letters/packages within appropriate systems.
• Operate and maintain office equipment. Schedule maintenance as needed.
• Assist with safety compliance by scheduling training and maintaining/submitting training records for Plant personnel.
• Exhibit and demonstrate safe behaviors at all times and perform tasks in a safe manner.

FINANCIAL

• Code and process facility expenses in accordance with established accounting procedures ensuring proper allocation to appropriate accounts and cost centers.
• Investigate and resolve vendor invoice discrepancies through direct communication with vendors and internal departments.
• Assist with expense tracking, invoice management, inventory tracking and month-end reporting activities
• Create and/or maintain spreadsheets, as needed, to track vendor invoices, revenue earned, and other financial metrics
• Maintain monthly accrual schedules and assist facility management in identifying and accurately recording outstanding expenses
• Assist facility leadership in reviewing monthly financials and supporting schedules for accuracy, completeness, and unusual variances.

DATA MANAGEMENT & REPORTING

• Compile, reconcile, and validate operational data from multiple sources for customer reporting and monthly billing.
• Generate recurring operational, financial, and customer reports utilizing spreadsheets and multiple software systems.
• Verify customer billing information and material tracking data through detailed review and cross-checking of source documentation.
• Collaborate with the Facilities team to research and resolve data inconsistencies prior to invoicing and reporting
• Help develop and maintain reporting tools, databases, and spreadsheets.

This is a summary of principal responsibilities and is not intended to include all duties which may be assigned.

STATUS AND SCOPE:

• This position has no direct reports.
• Excellent attention to detail, organizational and communication skills and ability to effectively communicate verbally and in writing is required.
• Ability to establish and maintain harmonious working relationships with customer, employees and the public.
• Ability to work in a fast-paced environment, process work rapidly, set priorities, work under pressure, and follow through with assigned tasks with limited supervision.
• Ability to accurately enter and compile data while critically reviewing information for discrepancies and addressing inconsistencies.
• Ability to quickly learn and effectively use multiple software platforms, understanding workflows and processes.
• Ability to develop, organize, maintain and manipulate complex tracking spreadsheets.

COMPENTENCIES:

• Organizing: Uses resources effectively and efficiently.
• Peer Relationships: Is seen as a team player and is cooperative.
• Flexibility: Is very flexible and adaptable, can act differently depending upon the situation.
• Time Management: Values time uses his/her time effectively and efficiently.
• Ethics and Values: Adheres to an appropriate and effective set of core values and beliefs during both good and bad times.
• Integrity and Trust: Admits mistakes and is seen as a direct, truthful individual.

QUALIFICATIONS:

• Minimum High School Diploma or equivalent (GED) required.
• Minimum 3-5 years of experience in operations administration, business administration, data coordination, accounting support, billing support, or a related field.
• Advanced proficiency with Microsoft Excel including formulas, lookups, filtering, sorting, pivot tables, and data validation.
• Strong analytical and problem-solving skills with the ability to identify trends, anomalies, and discrepancies.
• Demonstrated ability to learn and navigate multiple software platforms.
• Excellent organizational, communication, and time management skills.
• Thorough knowledge of business English, spelling, and math.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all essential job functions, knowledge, skills, abilities, efforts, and physical or working conditions associated with a position.

AA/EOE/M/F/D/V

We thank all individuals for their interest in Synagro however only those selected for interviews will be contacted.