Office Manager - Norfolk
JOB SUMMARY:
The Office Manager will provide administrative support to the executive staff, department managers and other employees. You will interface with colleagues and vendors to ensure that business needs are met. You will use independent judgement, be organized and proactive while working in a continuously changing and fast paced environment.
ESSENTIAL FUNCTIONS:
• Serve as the first point of contact for employees, vendors, and customers.
• Answer phones and forward messages and distribute all incoming and outgoing mail and paperwork.
• Manage access list submission and updates. Coordinate DBIDS activities.
• Attend VSRA sponsored committee meetings for HR and Security.
• Update as required the training/certification log.
• Assist Project, QA, and Safety in maintaining required files.
• Update employment status and/or personnel changes with HR. Forward time off requests, attendance, or disciplinary reports to HR.
• Assign all supply/expense paperwork with the required information: Project, Task, Equipment, Item Description. Track credit card receipts. Reconcile expense reports for each card.
• Develop and implement office procedures to track and/or enforce changing company policies and procedures.
• Oversee subordinate administrative staff.
• Coordinate logistics for freight needs.
• Input time charges. Investigate and resolve payroll correction requests.
• Request vendor quotes, generate purchase orders and place orders per requisitions as approved by management.
• Post items receipts against purchase orders. Expedite back orders.
• Establish new vendor accounts and apply for credit as needed.
• Manage and coordinate A/P and A/R efforts for the regional contract efforts.
• Work closely with executive team to develop twice monthly progress invoices.
JOB QUALIFICATIONS:
• Must be willing to learn, understand, and promote our ESOP culture.
• Proficient in MS Office (Excel, Word, Outlook). Must have familiarity with principals of accounting.
KNOWLEDGE, SKILLS AND ABILITIES:
Capable of accurate data entry working independently with minimal supervision, highly organized, and attentive to detail. Must be able to manage and reprioritize multiple tasks at once, solve problems, and have excellent written and verbal communication skills.
EDUCATION AND EXPERIENCE:
High school diploma or GED and three (3) years of Administrative/Office Experience. Previous experience working in the marine or industrial environment. Bilingual is a plus.