Office Manager
at Intellisource

Date Posted: 11/18/2019

Job Description

IntelliSource is searching for a dynamic Office Manager to join our manufacturing partner’s team in south Littleton. The Office Manager is responsible for organizing and coordinating office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety.
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Job Responsibilities:
  • Supervises and coordinates overall administrative activities for the Office Administration Department.
  • Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  • Supervises the maintenance and alteration of office area and equipment as well as layout, arrangement and housekeeping of office facilities
  • Provide general support to visitors
  • Coordinate with IT department on all office equipment
  • Supervises the maintenance of office equipment, including copier, fax machine, etc.
  • Serve as the point person for maintenance, mailing, shopping, supplies, equipment, bills, and errands
  • Manage contract and price negotiations with office vendors, service providers
  • Participates as needed in special department projects.
  • Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations, etc.)  
  • Verifies supplier invoices and accounts by reconciling statements and transactions.
  • Verify transaction information; computing charges and refunds;
  • Preparing and mailing billing documentation and invoices
  • Collects revenue by reminding delinquent accounts; notifying customers of insufficient payments
  • Performs pre-audits of all invoices for the purpose of ensuring accuracy and appropriateness prior to payment in compliance with District and state rules.
  • Pays invoices by verifying transaction information; scheduling and preparing disbursements; obtaining authorization of payment.
  • Preparing payroll weekly by consolidating all time tracking information provided by each department manager.
  • Input and submit payroll into QuickBooks accounting software
  • Perform audit of payroll information to payroll preparation by providing relevant data (absences, bonus, leaves, pay scale, etc.)
  • Track and verify employee vacation, sick leave, leave of absence, and employee assistance
  • Maintains financial information, files and records (e.g. copies of paid invoices, checks, documentation, reimbursements, reports, vendor files, receipts, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
  • Compile and update employee records (hard and soft copies)
  • Conduct initial orientation to newly hired employees
  • Administers benefits programs such as life, health, and dental insurance, pension plans,
  • Directing the processing of benefit claims
  • Investigates accidents and prepares reports for insurance carrier. Coordinates Safety Committee meetings and acts as Safety Director.
  • Maintains compliance with federal and state regulations concerning employment.
  • Partner with department managers to maintain office policies as necessary
  • This position manages all employees of the department and is responsible for the performance management of the employees within that department.
Job Requirements:
  • Initiative
  • Leadership
  • Decision Making
  • Proven office management, administrative or assistant experience
  • Knowledge of office management 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 Windows, Excel, MS Word, Outlook, QuickBooks, Windows
Physical Demands:
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
  • While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
  • This position requires the ability to occasionally lift office products and supplies, up to 30 pounds.
Position Type/Expected Hours of Work:
  • This is a full-time position, and hours of work and days are Monday through Friday, 7:30 a.m. to 4 p.m.  
Our business - and our approach - is personal.
IntelliSource has 20 years of business process outsourcing experience – bringing innovative solutions through people, processes and technology to maximize Fortune 500 and fast-growth companies' operations and workforce management. IntelliSource has a proven track record as a trusted partner to its clients and associates - empowering businesses and people to reach their full potential.
IntelliSource is an equal opportunity employer. 
No employee or applicant will be discriminated against in any condition of employment because of race, color, national origin, sex, religion, age, disability, veteran status or any other status protected by law. IntelliSource is a free service to you. We are an E-Verify Employer.

Job Snapshot

About Us

Headquartered in Denver, CO, IntelliSource is a national business process outsourcing company offering operations and workforce management focusing on people, processes and tools in the areas of warehouse logistics, operations solutions and staffing resources.Our mission is to consistently and profitably meet or exceed the expectations of our customers, associates, employees and shareholders.

Defining ourselves as a true partner, IntelliSource enables both businesses and the thousands of people we employ to reach their full potential. We love what we do and thrive on the success of our partners – that is how we are different and we like to call it our SPARK.

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