Office Manager

Job Description

Job Description

Salary : $95,000-$123,000

Here at Collins Electrical Company, Inc. we are committed to making our company a great place to work. We want to ensure our employees are healthy, have a good work-life balance and have the support to further their careers and ensure their long-term financial stability. At the heart of our company are the core values that continuously guide our actions and decisions. Family, Loyalty, Passionate, Integrity, Innovation, Respect for People and Socially Conscious are the values we uphold to create positive culture, retain top talent, and earn trust and respect from customers and partners.

Job Purpose

The purpose of the Office Manager is to oversee the administrative functions of the branch to ensure accuracy, timely completion, and compliance with company policies, government regulations, and accounting principles. This role includes managing office staff, supervising administrative processes, maintaining internal controls, and supporting the Branch Manager and Senior Management with administrative needs. The Office Manager will also handle customer and vendor relations, provide interdepartmental support, and participate in continuous improvement initiatives to enhance operational efficiency. Additionally, the Office Manager assists with employee relations issues in collaboration with the Branch Manager and Human Resources. Responsibilities may vary by location based on specific branch needs, size, and organizational requirements, with flexibility to adapt to the unique demands of each site while upholding the company's core values in all interactions and decision-making processes.

What You'll Do

• Oversee administrative functions for the branch, including payroll, accounts payable, accounts receivable, contracts, and other office processes to ensure accuracy, timely completion, and compliance with company policies, branch processes, and accounting principles.
• Manage payroll processing for both administrative and field employees, including verifying accuracy, resolving discrepancies, printing and distributing weekly payroll, and addressing payroll inquiries.
• Communicate employee status changes, special work hours, and pay rates in coordination with local IBEW and union halls as needed.
• Serve as a liaison between employees, the payroll department, and local union halls, ensuring labor compliance is maintained at all job sites.
• Ensure compliance with all government regulations and internal company policies.
• Recommend, establish, and implement internal controls to maintain compliance with policies and procedures.
• Manage the timely processing of accounting and job cost information to ensure internal controls are maintained and deadlines are met.
• May update the monthly progress billing log and prepare target invoices for tracking.
• May run and manage the accounts receivable report bi-weekly and report findings to upper management.
• Provide guidance in the supervision and management of office staff, including hiring, training, and developing.
• May evaluate receptionist and other administrative or clerical personnel to ensure productivity and employee engagement.
• May manage and coordinate the onboarding process for new field hires and oversee the termination process in compliance with company policies.
• Monitor apprentice rotations, ensuring compliance with training requirements and timelines, as required by the location.
• Oversee and track DIR certifications for clearance, expirations, and renewals.
• May coordinate backup support for receptionist role and ensure adequate staffing levels.
• Assist with employee relations issues, working in collaboration with the Branch Manager and Human Resources to address and resolve concerns promptly and professionally.
• Create, run, and distribute job cost reports as required or requested.
• Assist in the filing of all the branchs sub-certified payroll documents and communicate company policies on behalf of the Branch Manager.
• Participate in branch meetings and provide updates on business administration processes and procedures.
• Serve as the primary contact for external vendors, suppliers, and customers, handling inquiries and resolving complaints.
• Make accounts receivable collection calls on outstanding contract and service order receivables. .
• Assist the purchasing department with data entry and other administrative tasks as needed.
• May manage schedules, communications, and travel arrangements for the Branch Manager, including light personal assistance.
• May assist with business trip bookings and coordinate travel / events for the Branch Manager.
• Provide administrative support to the Branch Manager and Senior Management, including meeting scheduling and HR functions, as needed.
• May organize periodic team-building events, from catered lunches to after-work gatherings.
• Perform any other job-related duties or function as assigned by management.
• Accountable for leading efforts in implementing continuous improvement initiatives and methodologies to improve processes and increase efficiency.
• Participate in CECI Continuous Improvement events as needed (ex : JDI, RIE & A3's)
• Maintain SOPs (Standard Operating Procedures) for compliance practices and other associated functions.
• Demonstrates and represents company core values in daily actions, interactions, and decision-making processes.
• Integrates the company core values into work practices, ensuring that they are reflected in the tasks you undertake, projects you manage, and solutions you provide.
• Proactively seek ways to enhance and strengthen the integration of core values within direct role and the entire enterprise.

What You'll Bring

Benefits

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.