Careers

Office Manager – Quincy, MA




ESSENTIAL JOB FUNCTIONS

Perform various Payroll, Accounts payable, Accounts receivable, Personnel, Workman’s Compensation, Product Marketing, Regulatory reporting, Expense tracking, Purchasing, and Administrative duties for the company.

Payroll – Assume complete responsibility for weekly payroll, including verifying accuracy of individual time cards, organizing and coding to time sheets, transferring data, reconciling payroll, maintaining accurate records of sick and vacation time used for all employees, and resolving any discrepancies, and generating summary reports.

Accounts Payable – Organize PO’s, enter vendor I.D. codes on all invoices, computer entry of data into CMMS and Timberscan, run reports, verify accuracy of reports to invoices, request payments, verify discrepancies via check run reports, and filing. Prepare credit applications and submit to Corporate for approval.

Accounts Receivable – Post customer’s orders for purchase of Biosolids Pellets; collect all Bills of Lading; compile all Bills of Lading; obtain Invoice Number’s from Corporate each month; prepare the Invoices; distribute Invoices as required; and mail original Invoice and duplicate Bills of Lading to Customers for payment.

Personnel – Maintain and update personnel files. Assist in new hire sign-ups, employee orientation, policy and procedure development, implementation and interpretation. Provide assistance to Plant Manager in personnel administration. Make arrangements for pre-employment and DOT physicals.

The Office Manager is or will become certified in the Health Insurance Portability and Accountability Act (HIPAA), assisting personnel with insurance issues; he/she also assumes responsibility for the personnel files which includes maintenance, updates as necessary, follow up on any missing paperwork and ensure annual review forms are completed.

Worker’s Compensation – Collect information from injured employee’s supervisor and complete Injury Reports, report claims accurately and completely to necessary agencies. Follow up with any hospital and/or medical charges to keep claim up to date. Keep records on file.

Product Marketing – arrange and coordinate all shipping of product, negotiate freight pricing, ensure all paperwork for shipments is accurate, manage customer relations with end users and all contractors, coordinate loading schedule with operations to ensure material and personnel availability. Generate product shipment manifests and billing. Maintain accurate data of product shipments as required by MWRA contract. Generate state tonnage reporting and payments. Ensure compliance with state laws as they relate to product shipping

Administrative –Compose and/or edit letters, memos, and procedures, as required. Generate Purchase Orders. Verify amounts by interfacing with other documents. Type confidential reports, statements, letters, and tax forms. Call Subcontractors and Vendors for Insurance Certificates and file them. Review calculations on Invoices prepared by others. Notify them of any changes to be made.

Assist in negotiating and manage contracts for office supplies, uniforms, pest control services, elevator services, and other related building or supply services as may be needed.

All telephone and front desk reception, sign for deliveries. Pick up, sort, stamp, distribute mail, and drop off outgoing mail. Order office supplies, safety supplies, promotional items, and other routine items. Maintain office machines.

QUALIFICATIONS

  • Knowledge of accounting theory and practice, general business practices.
  • Associates Degree or equivalent experience and education.
  • Proficient in Microsoft Office required
  • Two – Five years of relevant administrative and office manager experience.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Detailed oriented
  • Excellent organizational and communication skills

This is a full time position. NEFCO offers a competitive salary & excellent benefits including health, dental, vision, and retirement.

Please submit your cover letter & resume to lverville@oconnells.com or

HR at O’Connell Companies
800 Kelly Way
Holyoke, MA 01040

No phone calls please.


 



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