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COMPANY
Office Manager Position Description
DATE

  1. Position Title – Office Manager

  2. Purpose – To assist management in recruiting and development of existing employees to ensure standards for employees are maintained and existing employees are challenged to achieve more while striving to raise employee morale thereby helping the company to achieve long term strategic goals and meet personal goals. Also, to provide functional, cleanly and aesthetically, pleasing working environment.

  3. Scope –

  4. Status – Reports to Controller with working relationship with all other departments.

  5. Responsibility – Human Resources

    Duties Level of
    authority
    1. Manage search for new employees. -4
    2. Manage new employee orientation. -1
    3. Record & maintain employee files. -1
    4. Manage daily administration of employee benefits. -1
    5. Manage policy manual. -4
    6. Coordinate continuing education. -3 & 4
    7. Process Workman Comp & Unemployment claims. -2

    Responsibility – Internal Operations

    Duties Level of
    authority
    1. Coordinate employee and customer events. -4
    2. Coordinate Company travel arrangements. -3 & 4
    3. Administer phone and voice mail system. -1, 3 & 4
    4. Manage cleaning, lawn service & repairs of internal offices. -1, 3 & 4

    Levels of Authority:
    1. Do it.
    2. Do it and advise.
    3. Seek approval and then do it.
    4. Don't do it unless told.

Standards of Performance
Office Manager
DATE

Duties: Human Resources Satisfactory Performance will be demonstrated when: Standards of Performance Evaluation
1. Manage recruiting for new employees
  • Process for open positions is begun as soon as notification is received from upper management.
  • Every new employee completes & signs an application
  • Applications are reviewed & potential candidates are copied & sent to managers for review.
  • Contacts & appts are made as needed.
  • Pre-employment tests are administered accurately & timely to all potential candidates.
  • Rejection letters are mailed to all non-potential interviewees.
  • References are checked on all candidates before offers are made.
    		•
    2. Manage new employee orientation.
  • Orientation schedules are created & distributed to all participating employees 2 days prior to new employee's first day.
  • New employee packets, policy manual & procedure manuals are prepared & presented on first day.
  • All files are reviewed for completing within 30 days with P/R and insurance companies receiving proper documentation before required due dates.
  • Media announcements are made for designated positions.
    		•
    3. Record & maintain employee files.
  • All files are neat & documents are complete as required by law & company policy.
  • All files are kept secured.
  • Every terminating employee has an exit sheet completed & signed before leaving the company.
  • Salespersons insurance and driver licenses are reviewed annually for adequate coverage & currency.
  • All employee evaluations are initiated with notification to supervisors, completed and signed semi-annually. Supervisors receive any support needed to help accomplish goal.
    		•
    4. Manage employee benefits.
  • All benefit plans are administered in accordance with applicable laws & regulations.
  • Forms for all newly eligible employees and renewals are dispersed & collected in adequate time to meet semi-annual enrollment dates & reviewed for accuracy.
  • Employee benefit questions or problems are researched & resolved in timely & helpful manner.
    		•
    5. Manage policy manual.
  • Education materials are kept current and available when requested.
  • Approved enrollment requests are processed in order to meet deadlines.
  • All plant tours & training are arranged on time when requested.
  • All transportation & lodging arrangements are made as needed with best possible rates.
  • Participants are informed of dates, location & transportation reservations.
    		•
    7. Process Workman Comp & Unemployment claims.
  • All claim forms are completed & filed according to requirements with copies of any pertinent supporting documentation.
  • No incorrect charges are made against the company
    		•
    Duties: Internal Operations Satisfactory Performance will be demonstrated when: Standards of Performance Evaluation
    1. Coordinate employee& customer events.
  • Events run smoothly from a logistical standpoint and planning is completed within promised time frames and within budget.
    		•
    2. Coordinate company travel arrangements.
  • All travel outside of continuing education is completed within time frames, applications filed on time with travel & lodging arrangements made at best possible rates.
  • All participants receive documentation for times, dates & transportation schedules.
    		•
    3. Administer phone, voice mail & security system
  • Problems are researched & resolved or explained in timely manner.
  • Holiday schedules are maintained with corresponding message scheduled.
  • Employee phone, pager & extension lists are kept current with all employees receiving updated listing.
  • LD & building security codes are updated & deleted with appropriate vendors being notified as necessary.
  • Building keys are distributed as requested with signatures for receipt & filed in employee file.
    		•
    4. Manage cleaning & repairs of internal offices and lawn services
  • Cleaning & lawn services are performed on schedule.
  • Office and restroom appearances are kept clean & presentable for public view.
  • Approved repairs are made on timely basis.
  • Flowerbeds & pots are planted for the season & cleaned at the end.

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