Office Manager
Description:
Job Title:
Office ManagerClassification:
Non-exempt positionReports to:
Director of Consulting ServicesHours:
Part-time, 20 hours per weekJob SummaryThis role is for Silvers HR, a Larkin Company.
The position is responsible for creating, supporting, and delivering outstanding client service.
They perform the office administrative operations and assist with client issues through telephone, email and mail communications.
Regular and consistent attendance with a commitment to timely and accurate responses is the most critical factor in our drive to delight our clients.
Independent judgment must be used and priorities considered when receiving calls of an urgent nature and timely communication.
Responsibilities/Essential FunctionsPerform all administrative functions in the main office.
Resolve all telephone calls received, address all faxed documents, respond to emails and process all mail items received in a timely manner.
Process all new client notifications with pertinent company information entered into the company Contacts file.
Create QuickBooks entries with billing information and recurring date of invoice notice.
Establish and maintain client files for documented notes and communications.
Process all company invoices and expenses on a monthly basis as well as on an as needed basis.
Record all payments received, process banking deposits from deposited statistics and follow up on invoices not paid in a timely manner.
Manage logistics of client events.
Oversee scheduling of online and in-person workshops, registration of participants, invoicing for attendance, follow up with email reminders prior to the scheduled event and report attendees registered to management on a frequent basis.
Design workshop announcements.
Compile and prepare workshop/class documents, DiSC reports and prepare class attendees certificates of completion.
Manage the annual poster and pamphlet orders with annual and periodic revisions and legal updates.
Process requests received from clients and non-clients, purchase supplies for shipping and mail orders with a prepared invoice for the items requested.
Continue to process requests for items throughout the year from new clients or depleted supplies as needed.
Communicate client issues of a sensitive, complex nature to management for input and knowledge/guidance in the resolution of the issue.
Assist with management requests to research issues and to ensure accurate responses to clients.
Work assigned projects utilizing communication and timelines for completion and presentation of the completed assignment.
Update company website using HTML software.
Prepare company ezine and other communication using on-line tools.
Draft company correspondence.
Draft and update company template documents for client library.
Prepare company reports on activity level (e.
g.
, client touch, handbooks, consultant assignments) as needed.
Schedule meetings and follow-up to ensure necessary information is prepared and dates/times are met.
Manage training webinars using software such as Emtrain, Zoom and Go To Training by scheduling, setting up, overseeing registration and payment, troubleshooting technical issues and recording the presentation.
Drive annual Valentine's Day Client gift project by brainstorming various gift ideas, ordering and mailing gifts.
Assist in development of training materials.
Other duties as assigned.
Requirements:
Must have a high school diploma or GED certificate and at least 3 years of experience working in an administrative position.
Strong verbal and written communication skills in dealing with anxious clients.
High level of demonstrable skills using the Microsoft Office suite, including Word, Excel, Outlook, PowerPoint and Publisher.
Experience using HTML software for website updates.
Maturity to work independently and communicate within a virtual team.
Confidentiality is a must.
Strong organizational skills are required for this position.
Attention to detail is critical.
General knowledge of CA state and federal employment laws is preferred.
Ability to work on site in a consistent and timely manner.
Demonstrated ability to delight clients with proactive, tactful and timely service.
Local workday travel occasionally.
CA driver's license is necessary.
Compensation details:
24-26 Hourly WagePIb44e9e165f32-29952-33532005Salary:
$24-$26 per hour.
Estimated Salary: $20 to $28 per hour based on qualifications.
Job Title:
Office ManagerClassification:
Non-exempt positionReports to:
Director of Consulting ServicesHours:
Part-time, 20 hours per weekJob SummaryThis role is for Silvers HR, a Larkin Company.
The position is responsible for creating, supporting, and delivering outstanding client service.
They perform the office administrative operations and assist with client issues through telephone, email and mail communications.
Regular and consistent attendance with a commitment to timely and accurate responses is the most critical factor in our drive to delight our clients.
Independent judgment must be used and priorities considered when receiving calls of an urgent nature and timely communication.
Responsibilities/Essential FunctionsPerform all administrative functions in the main office.
Resolve all telephone calls received, address all faxed documents, respond to emails and process all mail items received in a timely manner.
Process all new client notifications with pertinent company information entered into the company Contacts file.
Create QuickBooks entries with billing information and recurring date of invoice notice.
Establish and maintain client files for documented notes and communications.
Process all company invoices and expenses on a monthly basis as well as on an as needed basis.
Record all payments received, process banking deposits from deposited statistics and follow up on invoices not paid in a timely manner.
Manage logistics of client events.
Oversee scheduling of online and in-person workshops, registration of participants, invoicing for attendance, follow up with email reminders prior to the scheduled event and report attendees registered to management on a frequent basis.
Design workshop announcements.
Compile and prepare workshop/class documents, DiSC reports and prepare class attendees certificates of completion.
Manage the annual poster and pamphlet orders with annual and periodic revisions and legal updates.
Process requests received from clients and non-clients, purchase supplies for shipping and mail orders with a prepared invoice for the items requested.
Continue to process requests for items throughout the year from new clients or depleted supplies as needed.
Communicate client issues of a sensitive, complex nature to management for input and knowledge/guidance in the resolution of the issue.
Assist with management requests to research issues and to ensure accurate responses to clients.
Work assigned projects utilizing communication and timelines for completion and presentation of the completed assignment.
Update company website using HTML software.
Prepare company ezine and other communication using on-line tools.
Draft company correspondence.
Draft and update company template documents for client library.
Prepare company reports on activity level (e.
g.
, client touch, handbooks, consultant assignments) as needed.
Schedule meetings and follow-up to ensure necessary information is prepared and dates/times are met.
Manage training webinars using software such as Emtrain, Zoom and Go To Training by scheduling, setting up, overseeing registration and payment, troubleshooting technical issues and recording the presentation.
Drive annual Valentine's Day Client gift project by brainstorming various gift ideas, ordering and mailing gifts.
Assist in development of training materials.
Other duties as assigned.
Requirements:
Must have a high school diploma or GED certificate and at least 3 years of experience working in an administrative position.
Strong verbal and written communication skills in dealing with anxious clients.
High level of demonstrable skills using the Microsoft Office suite, including Word, Excel, Outlook, PowerPoint and Publisher.
Experience using HTML software for website updates.
Maturity to work independently and communicate within a virtual team.
Confidentiality is a must.
Strong organizational skills are required for this position.
Attention to detail is critical.
General knowledge of CA state and federal employment laws is preferred.
Ability to work on site in a consistent and timely manner.
Demonstrated ability to delight clients with proactive, tactful and timely service.
Local workday travel occasionally.
CA driver's license is necessary.
Compensation details:
24-26 Hourly WagePIb44e9e165f32-29952-33532005Salary:
$24-$26 per hour.
Estimated Salary: $20 to $28 per hour based on qualifications.
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