Office Manager

Office Manager

South Western Communications, SWC, is one trusted source for communication, physical security and life safety solutions to meet the needs of Healthcare, Education, Detention and Commercial customers. We utilize a consultative approach to conduct an in-depth needs analysis, enabling our customers to fulfill their mission critical processes. We continuously research and select only the best-in class product collection. We utilize these products to create an integrated solution with your goals and needs in mind, ensuring satisfaction and flawless integration. At SWC, we strive to exceed your expectations and invest the time and resources into every job because we care about our customers.

Reports to: CFO

Class: Full-Time Type: Salary

Primary Role: Ensures the efficient operation of the office and provides accurate, timely administrative and financial support. This position coordinates branch-level payroll, accounts receivable, job-cost administration, and office operations while maintaining effective internal controls and responsive service to employees, customers, and vendors.

Responsibilities:

• Responsible for managing the overall smooth operation of the office environment
• Responsible for managing office supplies, office equipment, related service agreements, and vendor relations ensuring competitive pricing and quality products and services
• Conduct orientation program for new team members and new hire paperwork
• Assists in maintaining and updating company related documents.
• Process payroll according to the company payroll schedule; verify employee information, hours, deductions, and approvals; maintain confidential payroll records; and ensure timely and accurate payment.
• Track team member vacation and personal time
• Monitor accounts payable credits, subcontractor invoices, customer invoicing, and collections; maintain complete supporting documentation and resolve discrepancies promptly.
• Maintain accurate and timely accounting records, reconcile assigned accounts, investigate discrepancies, and follow established approval and documentation procedures.
• As required, be able to assist in the budget process and manage income and expenses according to the budget
• Calculate and process sales commissions in accordance with approved plans, verify supporting information, and resolve discrepancies before payment.
• Coordinate job-specific insurance certificates and bonds, maintain current documentation, and communicate requirements and renewals to the appropriate internal and external parties.
• Building maintenance
• Prepare and update billing projections using current job information, coordinate with project and financial personnel, and communicate material changes to the CFO.
• Enter and maintain approved change orders in the accounting system, verify supporting documentation, and coordinate updates with the appropriate project personnel.
• Complete assigned administrative and accounting steps required to close jobs, confirm that billing and cost records are complete, and follow up on unresolved items.
• Maintain petty cash records, safeguard funds, obtain required documentation and approvals, and reconcile the account on a timely basis.
• Maintain critical inventory list in accounting system
• Responsible for determination of self-directed development and training
• Other duties as required or assigned by company management

Accountability: The Office Manager reports to the CFO and works closely with other members of management, employees, customers, and vendors to support effective office and financial operations.

Qualifications: An associate degree in accounting, business administration, or a related field is preferred. Equivalent relevant education and experience will be considered. Two or more years of experience in office administration, payroll, accounts receivable, or a related accounting support role is preferred. The successful candidate must demonstrate strong communication, organization, accuracy, judgment, confidentiality, and follow-through.

Travel: None

Additional Skills and Abilities:

• Excellent written and verbal communication skills.
• Demonstrates initiative, dependability, sound judgment, organization, and the ability to work independently while meeting deadlines.
• Superior customer service skills to deal with both internal and external customers.
• Ability to manage multiple tasks simultaneously.
• Strong interpersonal skills; ability to work with diverse groups.
• Proficiency with Microsoft 365 applications, including Excel, Word, Outlook, and Teams, and the ability to learn the company's accounting, payroll, and job-management systems.
• Ability to demonstrate planning, organizing and implementing skills which allow the successful completion of a project by a specific due date.
• Exercise sound judgment and maintain confidentiality when handling payroll, personnel, customer, vendor, and financial information.
• Must be able to read and effectively interpret general business documentation.
• Valid and current drivers license.

Physical, Mental and Environmental Requirements:

The position primarily involves seated office work and regular use of a computer, telephone, and standard office equipment. The employee may occasionally stand, walk, reach, grasp, carry materials, and lift light office items. The work environment is generally indoors with a moderate noise level; occasional outdoor activity may involve seasonal temperatures. Reasonable accommodation may be provided to enable qualified individuals to perform the essential functions.

Management has the right to revise this description at any time. The job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason as outlined in the employee manual or other written agreement.