Office Manager

General Purpose

As an Office Manager you will manage the overall office and personnel for Ramos CS. You will be responsible for the effective and successful management of labor, documentation, communication, productivity, quality control and safety measures, as established.

Ensure safe and efficient operations of the back and front office. Serve as a company representative on regulatory issues.

Enhance office procedures, systems and principles in the areas of information flow and management, resources, business processes, enhanced management reporting and identify opportunities for system expansion.

Carry out supervisory responsibilities in accordance with company’s policies and applicable laws.

Responsibilities

Responsibilities may include, but not limited to developing and implementing organizational procedures and systems for office personnel, including filing, documentation, billing, accounts payable, payroll, accounting, and scheduling.

Improving employee and client retention rates through active communication and problem-solving efforts. Continue education in management, organization and team-building skills with office team and employees if needed, along with establishing team atmosphere through leadership and employee development.

Ensure documentation (e.g. timesheets, expenses, on- boarding, off-boarding, etc.) are accurate and up to company policy, if not, troubleshoot in timely fashion and resolve conflicts as they arise.

Order supplies and equipment as needed, in compliance with company accounting standards.

• Communicate job expectations; planning, monitoring, appraising and reviewing job contributions
• Develop, implement and enforce policies and procedures
• Manage and support areas in bids and proposals, contract administration, payroll, and accounting
• Contribute operations information and recommendations to strategic plans and reviews; prepare and complete action plans;

implement production, productivity, quality and customer-service standards; resolve problems; complete audits; identify trends

Develop operations systems by determining service requirements; develop, implement, enforce and evaluate policies and procedures;

develop processes for receiving products, equipment utilization, inventory management and shipping

• Analyze process workflow, employee and space requirements and office layout; implement changes
• Maintain safe and healthy work environment by establishing, following and enforcing standards and procedures; complying with legal regulations
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks;

participating in professional organizations

• Accomplish operations and organization mission by completing related results as needed
• Meet or exceed operations labor budget expectations
• Manage staff levels, wages, hours, labor needs
• Responsible for organization of home office requirements and documentation, with review / approval responsibility for employees
• Run a safe, injury / accident free workplace
• Responsible for all aspects of vehicle and heavy equipment rentals
• Ensure proper maintenance and serving as primary liaison with utilities and local government agencies, such as fire, police, health and safety agencies
• Manage relationships with key operations vendors
• Track vendor pricing, rebates and service levels
• Review and support all operational accounting / cost documentation and ensure they are compliant and complete
• Serve as delegated point of contact when there are issues on-site at client facilities, project-related coordination, personnel, safety, etc.
• Work closely with CEO / President and management team to set and / or implement policies, procedures and systems and to follow through with implementation
• Communicate all office management policies and / or procedures to CEO / President
• Communicate with human resources and safety department to ensure all processes remain compliant with OSHA and other governmental regulations.
• Perform any administration duties or other requirements as directed by CEO / President.

Minimum Required Qualifications

• 5-10 years or more working as an Office Manager or 10-15 years or more in a Senior Administrative role working for an engineering and / or construction company.
• Proficient computer skills and in-depth knowledge of relevant software such as Outlook, Word, Excel, PowerPoint and Adobe suite (such as Acrobat and Illustrator)
• A Bachelor degree in business, accounting, finance management or accreditable field.

Desired Qualifications

• Masters degree in applicable field (MBA preferred)
• Experience with public works agencies preferably transit / transportation and government funded contracts at local, state or Federal level.

The approximate pay range for California is $125,000 - $180,000. Please note that the pay range provided is a good faith estimate for the position at the time of posting.

Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.