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Business Manager - Administration (Hurst, TX)
Marshall Lancaster & Associates, Inc.
1864 Norwood Drive, Suite E near Harwood Road
compensation:
Depends on experience
employment type:
full-time
experience level:
mid level
job title:
Business Manager - Administration
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Position Summary:
Organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. Responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.
Primary Responsibilities:
• Organize office operations and procedures
• Coordinate with IT department on all office equipment and systems
• Manage relationships with vendors/service providers, ensuring that all items are invoiced and paid on time
• Maintain W-9 file and process 1099’s, annually
• Manage contract and price negotiations with office vendors and service providers
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
• Establish a historical reference for the office by outlining procedures for record retention
• Responsible for developing and enforcing office policies
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
• Responsible for recruiting staff for the office and providing orientation and training to new employees
• Manage new hire paperwork, new hire reporting, and set up new hires in accounting software
• Maintain employee files and update accounting software, as needed, for pay rate changes, benefits, direct deposit, etc.
• Manage employee benefits and send enrollment forms to all eligible employees
• Maintain I-9 documentation
• Process payroll, bi-weekly
• File monthly sales tax report
• Report State and Federal taxes
• Process employee retirement and payments
• Submit Verification of Employment requests
• Reconcile bank statements, monthly
• Reconcile petty cash, as needed
• Reconcile fleet maintenance software with accounting software; compile monthly fleet report
• Monitor loan payments and balances; prepare a monthly liabilities report
• Pay monthly rent
• Prepare and send tenant invoices
• Ensure top performance of office staff by providing them adequate coaching and guidance
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals, and reviewing of industry publications
• Responsible for ensuring financial objectives are met by preparing an annual budget, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Compile and distribute the Annual Projection Report, monthly
• Participate actively in the planning and execution of company events
• Evaluate and manage office staff performance
• Coordinate the annual staff review process
• Ensure security, integrity, and confidentiality of data
• Ensure the organization's compliance with local, state, and federal regulations
Skills/Qualifications
• Honesty, integrity, and transparency in all things business related
• Bachelor’s degree (or experience equivalent) in Business Administration, Finance, Accounting, or related field
• Proven office management, administrative or assistant experience
• Knowledge of office management responsibilities, systems, and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages. Sage 50/Peachtree a plus.
- Principals only. Recruiters, please don't contact this job poster.