Office Manager

Job Description

Job Description

FRANJO RESTORATION ( A flood, fire, natural disaster, or any other incident that damages your property and puts you and your loved ones at risk is hard to think about - but it happens. Franjo Restoration Services knows the first thing you want and need after an incident like this is to return to normalcy and safety as quickly as possible. For more than 20 years we have helped to rebuild businesses, commercial properties, and lives with expert disaster restoration and general renovation/construction services. We are there when you need us the most, with caring service, expert remediation knowledge, and all the tools needed to get the job done as efficiently and cost-effectively as possible.

Franjo Restoration located in Baldwin, PA is looking for an OFFICE MANAGER performs routine clerical, secretarial and administrative work in answering telephones, receiving the public, providing customer assistance, and data processing. Provides general office support with a variety of clerical activities and related tasks. The Office Manager will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. The Office Manager is also responsible for managing the fiduciary information, primarily financial in nature, about all company activities that will assist management and Ownership in making educated economic decisions about the company's future.

Essential Functions

• PSA Accounting Software
  • All aspects of AP/AR, Payroll entry, Bank Statement reconciliation, Overhead & Job Cost invoice processing, weekly check printing
• Sage Accounting Software
  • All aspects of AP/AR, Payroll reimbursement invoices, Bank Statement reconciliation, Job Entry (two entities), contract set up, estimate entry, month-end cost projection with GM &PM
  • Payment selection for checks, notify Controller of available payments for print
• TimberScan Invoicing Software
  • Upload & code PDF invoices, send notifications to PM, Approve, Export to Sage
• Certified Payroll/Prevailing wage recording and tracking
• Monitor multiple Accounting & personal employee email addresses
• com credit card processing for customer payments
• Maintain E-Tides online account and make quarterly online payments
  • Determine quarterly Sales & Use tax owed with General Manager
• Monthly review with Controller & GM
• OH budget review with General Manager
• HR compliance with Franjo Construction HR Director
• Insurance certificates - Obtain and record Subcontractors certificates in Sage
• Annual insurance review with auditors with approval from Controller
• Resolve vendor issues
• Vendor Credentialing site compliance - complete and maintain new & existing profiles
• Maintain production spreadsheets
• Job, vendor and vehicle file up keep
• Project final reports and surveys
• Customer relations - answering phones, taking new estimate information
• Receiving & processing mail
• Office equipment maintenance
• Office supplies purchasing and maintenance
• IT company point of contact
• Answering Service maintenance
• Maintain internal phone list
• Employee start-up information
  • Maintain Employee files
  • Track and maintain all employee attendance
• Vehicles
  • Oversee tracking software
  • Registration
  • EZ pass online maintenance - adding/removing vehicles
  • Parking setup

Competencies

• Communication Proficiency
• Customer/Client Liaison
• Ethical Conduct
• Problem-solving/Analysis
• Strategic Thinking
• Time Management