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Career Story: Office Manager For An Industrial Contracting Company

Office Manager For An Industrial Contracting Company

Job Title: Office Manager

Type of Company: Commercial, Industrial Electrical Contractor. Primarily new construction and design.

Education: BA, Economics, University of Connecticut •• EMBA, University of Hartford

Previous Experience: I have worked in various administrative capacities in finance, hotel management, and manufacturing.

Job Tasks: I am responsible for all of the administrative functions within our company. These include accounts payable and receivable, human resources administration, payroll, preparation of quarterly sales tax returns, bank reconciliations (and other bookkeeping functions) and customer service. I am also responsible for answering the phones.

For accounts payable, I collate receiving tickets with invoices, verify pricing, allocate to specific job and enter invoices into job costing software. I prepare checks for signature, and send them out to vendors.

For accounts receivable, I prepare invoices and payment requisitions and lien waivers and send them out too. From these invoices I prepare the quarterly tax returns.

For human resource administration, I maintain all employee records and prepare necessary forms and reports for the state Department of Labor. I negotiate health insurance contracts and administer the health insurance program by making sure all forms are in order and filed with the insurance provider. I coordinate payroll deductions through our payroll service, and process the payments for the providers.

While we use a payroll service to do our physical payroll, I enter the hours for each employee through an on-line service. I collect the time cards, verify the hours worked/sick time/vacation time/personal time, etc. and enter the results into the online payroll services system. The hours worked are then broken down by job and entered into our job costing service to allocate the costs among the various projects we have going at one time. When the checks are received I mail them with time cards and safety training information to each employee.

Best and Worst Parts of the Job: I work for a relatively small company and most of the employees are in the field so there are few opportunities to build social connections at the work place.

I have some flexibility of hours worked and have an excellent employer.

Job Tips: To be successful, be flexible and willing to do what is asked of you. When working for a small company you need to be able to work independently or as a part of a team. I realize these to things might seem like opposites but they really do go hand in hand.

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