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Company Name : Viva Foods Inc
Location : Hialeah, FL 33013
Position : Office Administrator/Manager
Job Description : Position Overview: The office manager is responsible for providing support to the owner and for all operations as they relate to the sales office and provides support to the sales team as needed. The manager is responsible for all HQ activities, including office events and/or programs.
Job Requirements
Prefer but not needed, Bachelor’s degree and 2+ years of experience in office management or similar role. Experience in office management and ability to provide support in this area. Excellent organizational and business acumen experience. Extremely organized and responsible. Strong interpersonal skills, ability to motivate others and hold staff accountable. Proficiency in Microsoft Office suite and understanding of databases. Ability to solve problems and overcome obstacles encountered in completing assigned tasks within given time constraints. Ability to collaborate on projects with staff from other departments and have a high level of personal investment in creating an organized, streamlined, high-functioning office environment. Must be comfortable answering the phones and cleaning the common areas such as a break room if needed.
Job Duties Included, but Not Limited To:
Staff Management/Payroll/Policy and Procedures
Prepare required paperwork during hiring or firing of candidates
Maintain employee personal files and staff attendance records
Monitor and record employee work hours and overtime
Monitor sick and vacation days
Process weekly ADP paychecks
Evaluate existing procedures and suggest improvements
Design and implement improvements
Prepare material describing office procedure
Communicate changes in procedures to the staff
Ensure staff members follow procedures laid down by manual Accounting and Data Management
Monitor and record office expenses
Prepare expenses reports and perform account reconciliation
Maintain bookkeeping system through monthly financial reports
Process account receivable and payable
Follow-up on overdue accounts
Manage petty cash
Create, maintain, and update databases
Ensure data security Secretarial and Customer Service
Organize appointments and meetings
Maintain calendars and schedules
Handle customer inquiries and complaints
Process customer requests
Update customer records
Make travel arrangements
Prepare and distribute minutes of meetings and correspondence
Arrange and prepare presentations
Compile and prepare special reports
Answer, screen, and direct incoming calls General office Management
Maintain and upkeep office furniture
Organize repairs and upgrades
Negotiate and draft contracts for maintenance contracts
Ensure utility bills are paid
Maintain office supplies
Research and shortlist vendors
Work with the IT vendor contractor to resolve any problems
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