Office Manager

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off
• Training & development
• Vision insurance

Office Manager

Position Summary

Team Olson believes together we can make today better! As the Office Manager you will play a pivotal role in leading all office operations and ensuring timely delivery of all office process functions. This position involves a diverse range of responsibilities, from scheduling and customer service to financial administration, compliance documentation, HR support and other duties as necessary. This role ensures seamless coordination between clients, field teams, and insurance partners, leveraging job mgmt software for all project management, compliance, and documentation tracking. General office duties, such as drafting correspondence, filing, and creating reports are also included within this role.

Key Responsibilities

Project Setup & Assessment

Manage office team including Administrative Assistants, Receptionist/Dispatchers, and Accounting AP/AR Administrators.
Maintain professional office culture.
Develop, recruit, and see to the retention of team personnel, maintaining the Team Olson way.
Assist with customer service and management of customer experience
Coordinate franchise interdepartmental communication and activities.
Ensure delivery of appropriate training to all office personnel.
Monitor National Accounts program certification compliance.
Review office Key Performance Metrics (KPM) to meet franchise goals/targets.
Complete application process for Vendor programs.
Ensure proper certification documentation is submitted to TPAs as required
Manage and maintain local and SERVPRO compliance information for the Storm Program.
Manage subcontractor certifications, insurance, and other documentation needs.
Submit vendor and subcontractor requests through job management software for centralized tracking and maintain insurance and licensing
Track all vendor approvals and compliance documentation.
Ensure approved Subcontractor bills are submitted for processing weekly
Complete daily bookkeeping activities.
Monitor federal/state compliance and training completion regarding risk management.
Act as the Subject Matter Expert for all office related technology and processes.
Complete employee onboarding/offboarding process, interviews, documentation and files, including background checks
Ensure employment file and record accuracy, including insurance and workers comp claims
Facilitate completion of annual reviews.
Oversee franchise compensation and staffing plan.
Administer payroll and timely completion of payroll allocations
Facilitate and maintain office division annual plan and manage performance.
Other Duties as deemed appropriate for the role by Team Olson Leadership

Qualifications

Proven ability to oversee multiple tasks simultaneously.
Excellent communication, organization, and client service skills.
Strong attention to detail, documentation, and compliance accuracy.
Effective decision-making and problem-solving skills.
Able to work independently and collaboratively.
Working knowledge of current business software technologies

Work Environment

This position is situated within a professional office setting. While the primary duties of the role are performed in a seated position, some movement throughout the office may be required. Occasional tasks may involve the handling of office supplies, files, or packages, with a maximum weight of 10 pounds. The role necessitates the routine operation of standard office equipment, including computers, telephones, and photocopiers.

Reports To: MUO Market Leader

Direct Reports:
Administrative Assistants
AP/AR Administrators
Receptionist/Dispatchers

Dotted Line Support
MUO Leadership
MUO Project Manager
Director of Administration
Director of Operations Support
Executive Administration