Job Information
Universal Engineering Sciences Office Manager in Tampa, Florida
Summary
The Office Manager is a key role and is responsible for supporting the Branch Manager. This role is responsible for day to day running of a branch office, including supervision/preparation of invoicing, proposals, reports, collections, and accurate timesheets. The Office Manager is also responsible for human resource support at the branch level, branch recruiting support, purchasing, and supervision of administrative personnel. The ideal candidate is a reliable, trustworthy individual who thrives in a fast-paced environment where both collaboration and autonomy are valued.
Essential Duties and Responsibilities
Maintains office productivity through proficient use of appropriate software applications; maintains uniform correspondence procedures and style practices in accordance with company policies.
Prepares invoices, proposals, and reports as needed.
Prepares and/or coordinates monthly billing for the branch.
Tracks and verifies gasoline card expenditures and credit card expenses for branch personnel.
Performs collection work for the branch.
Keeps records of personnel transactions such as timesheets, benefits, new hires, promotions, transfers, performance reviews, and terminations. Forwards necessary documentation to the Human Resources Department and/or Payroll for recordkeeping purposes.
Interviews, tests, and selects employees to fill vacant positions. Review clerical and personnel records to ensure completeness, accuracy, and timeliness.
Ensures proper completion of new employee paperwork.
Plans and conducts new employee orientation to foster a positive attitude toward company goals
Under the direction of the Human Resources Department, identifies legal requirements and government reporting regulations affecting Human Resources functions and ensures policies, procedures, and reporting are in compliance. Oversees enrollment in benefit plan once an employee becomes eligible.
Oversees the analysis, maintenance, and communication of records required by law or local governing bodies, or other departments in the organization.
Maintains personnel records for the branch.
Responds and/or investigates employee inquiries regarding policies, procedures, and programs.
Coordinates activities of various clerical departments or workers within the branch.
Maintains contact with customers and outside vendors.
Organizes company functions/events/meetings
Oversees the purchasing and distribution of office supplies.
Follows safety procedures
Other duties may be assigned
Qualifications
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.
Required Qualifications:
Valid Florida Driver’s License with an acceptable driving record (in accordance with our Driver’s License and Motor Vehicle Record Check Criteria)
Ability to pass a background check screening in accordance with Florida’s Jessica Lunsford Act (or equivalent state classification).
High school diploma or general education degree (GED) preferred but not required.
Minimum of five years of related experience in an office setting.
Ability to read & write, including interpreting documents such as safety rules, operating and maintenance instructions, and procedure manuals, as well as the ability to write routine reports and correspondence and speak effectively with colleagues, supervisors, and customers/clients.
Computer skills sufficient to operate a laptop, including sending and receiving emails, and the ability to learn Field Data Collection (FDC)/Inspector Gadget to input data and prepare reports.
Mathematical skills sufficient to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals.
Reasoning ability to apply common sense understanding to carry out instructions furnished in written, oral, and diagram form.
Preferred Qualifications:
Deltek Vision
Experience with Microsoft Suites (Word, Excel, PowerPoint, Outlook, etc.)
Experience with Adobe
Physical Demands & Work Environment:
Required to drive, stand, walk, use hands to finger, handle, or feel; reach with hands and arms; climb or balance; talk and hear. Body motions and movements include bending, twisting, reaching, stooping, pulling, kneeling, lifting, carrying, and pushing.
Lifting and/or moving up to 35 pounds regularly is expected, and up to 75 pounds on occasion.
Team: Administrative Department
Work Type: Full-Time
Location Type: onsite