Office Manager/Human Resource Job in Hayward 94545, California US

                                                                                 

Sucessful locally owned and operated Alarm Company seeking a highley motivated individual to oversee the the daily office operations and assist the Controller with Human Resource functions.  Candidate must have a stong background in Collections and Supervision of direct reports, dependable and professional. 

 

Supervision: Oversee all daily operations of the Accounts Receivables, Collectors, Receptionist, Administrative Assistants and Filing/Scanning Staff. 

 

Accounts Receivables:

Ø  Review Accounts Receivable aging reports with Collectors weekly/monthly.

Ø  Ensure Customer Collections, Dealer Collections are within Company guidelines

Ø  Processing monthly Finance Charges

Ø  Setting Collector Call Stats for collectors

Ø  Making sure customers are cancelled and processed per Company Procedures and guidelines.

Ø  Managing the Billing Number’s procedures – and payment collections

Ø  Managing the Billing Collections calendar of events

Ø  Manage bad debt, determine best method of collections – small claims or agencies

Ø  Processing credit applications, including running credit reporting for new customers

Ø  Provide on-going training for collectors

Ø  Processing Monthly customer credit card and EFT payments

Ø  Processing outside agency Alarm Permit licensing

Ø  Manage Bankruptcy cases, filing of proof of claims

Ø  Pre-Liens and Perfection of Liens

Ø  Other assigned tasks from the Controller

 

Ø  Payroll Daily/Weekly tasks:  Responsible for processing payroll semi-monthly including Commission.  Updates to the employee master files as needed. All changes are to be reviewed with Controller and entered into Paychex database.  Maintaining ACE license renewals, W-2’s, Section 125 compliance, I-9 compliance, Safety Meetings.

Ø  Places ads on line or in print for vacant positions. 

Ø  Ensures all Federal and State Mandatory Publishing are posted for employees.  Reviews mandated list on annual basis and requests replacement posters.

Ø  Administers Employee Benefits. Ensures eligible employees have been signed up and given proper documentation explaining benefits. 

Ø  Assists management with disciplinary actions.   Provide management and supervisors on the proper documentation and procedures ensuring labor law compliance.

Ø  Complete the payroll journal spreadsheet, enter journal in accounting system 

 

Management Reporting:  Provide management weekly progress report on status reports from direct report personnel. Including goals, successes, failures, and areas of improvement.

·         Weekly status on accounts receivables aging.

·         Weekly meeting with Controller to review prior work week goals/status and set new goals for new week.

 

Purchasing:  Responsible for purchasing all office supplies, consumables, and all printed materials. (Envelopes/letterhead/forms/literature etc.)

 

Office Machines:  Responsible for maintaining all Copiers/Printers/Faxes/Postage Meter/Mail Folder machines.  Including scheduling preventive maintenance and on site repairs

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Office Activities:  Plans or participates in the planning of company events and parties, including employee service recognition programs.

 

Training:  Provide training outline to direct reports in relation to staff motivation and productivity.

 

Facility Maintenance:  Responsible for Janitorial service provider, annual evaluations and outside quoting for window cleaning, carpet cleaning and floor buffing. General house cleaning for common areas. (With the assistance of warehouse person)

 

Minimum Qualifications:  The following are the minimum qualifications an individual needs in order to successfully perform the duties and responsibilities of this position. 

Skills and abilities:

§  Minimum 3 years Accounts Receivable

§  Minimum 3 year Payroll/Human Resource Environment Experience

§  Minimum 3 years of Office Management Experience

§  Minimum 3 years of Staff Supervision

§  Clear understanding of federal and state labor laws.

§  Ability to function as an effective team member

§  Ability to manage personnel effectively

§  Ability to meet deadlines

§  Ability to solve practical problems and carry out responsibility with minimum direction.

§  Clear understanding of federal and state collection laws.

§  Ability to prioritize multi task responsibilities.

§  Ability to write clean, specific and well documented procedures

§  Computer Literacy – Outlook, Word, Excel, Paychex, Attendance Enterprise, DICE Accounting Software a Plus

§  Must be able to and pass a pre-employment physical/drug screen, including the Bureau of Security background check to obtain an ACE License per Company guidelines

We are an EOE employer, Excellent benefits Medical/Dental 401K.