- Health, dental, vision and life insurance
- Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
- 401(k) retirement program with company match
- Holidays and Paid Time Off program
At Midwestern Mechanical we are passionate about our customers, our employees, and the work we perform. We maintain a workplace that individuals can be proud of, where talents are embraced, and results are encouraged and supported.
We are looking for talented people who value integrity, informed decision-making and collaboration. If you believe you are one of those talented people, and are interested in being considered for a career at Midwestern Mechanical, we invite you to apply today! Midwestern Mechanical is a Drug Free workplace. Pre-employment drug screens are required.
CURRENT OPPORTUNITY: Office Manager
Position Summary: The Office Manager is responsible for coordinating multiple areas of business including benefits and payroll, accounting functions, and other general office functions. This position is responsible for a smooth business operation and providing excellent service to customers and team members.
Essential Job Functions:
- Report to Branch Manager.
- Greet customers both walk-in and on the phone, provide them with accurate information while providing excellent service.
- Order and maintain all office supplies and inventory.
- Attend meetings as requested and take notes when needed.
- Manage petty cash, counter checks, and a variety of other accounts as needed.
- Prepare all deposits and scan into accounts.
- Open and process all mail in a timely and accurate manner.
- Set up tablets for new employees.
- Perform support of tablet issues with employees.
- Set up and distribute phones to employees as needed.
- Track the information for the recognition committee minutes.
- Line up and pay for Hotels for out of town crews.
- Receive packages and distribute to the appropriate Project Manager (P.M.)or to the shop.
- General technical support.
Accounting Functions:
- Review timecards to assure accuracy in recording and send to accounting in a timely manner.
- Work closely with Project Managers and Superintendents to provide accurate job cost reports.
- Set up and revise monthly job billings.
- Monitor and manage account age report and provide updates to Branch Manager.
- Contact customers for past due invoices.
- Invoices: sort, stamp, code and distribute to P.M.s.
- Check invoices for freight and/or restock fees. Inform the P.M. as such.
- Manage all accounts payable and send approved invoices to Sioux Falls office.
- Fill out and return lien waivers.
- Perform notary duties as needed.
- Issue payroll deductions for employees and return to Accounting/Human Resources to process.
- Handle supplemental paperwork with job contracts such as insurance, W-9, etc.
- Process credit card payments.
Training Functions:
- Prepare and maintain conference room for meetings and education classes.
- Print all tests or class material and have them ready for class.
- Scan over completed tests and sign-ins to Education Manager.
- Work with employees to help renew licenses as needed.
Service Department Functions:
- Take service calls and dispatch technicians throughout the day.
- Manage a service board on a 3-week schedule.
- Track open jobs until completed.
- Assist in Thursday morning service meetings on scheduling and open projects.
- Handle the restock orders for materials in service vans.
- Price service calls and invoice in Service Titan system.
- Work up pricing for quotes on smaller service jobs.
- Review third party service contracts.
HR Functions:
- Track attendance in spreadsheets.
- Prepare written warnings as needed and distribute to supervisors.
- Scan completed warnings, licenses, certificates, etc. to HR in Sioux Falls.
- Track and input time off requests to calendars.
- Perform new hire orientation.
- Distribute and order new company shirts for Sioux Falls.
- Handle end-of-employment paperwork.
Required Skills:
- Strong computer operation knowledge including Microsoft Excel, Word, Outlook and Office 365. Extensive understanding of Email and organization of Email.
- Professional verbal and written communication skills to communicate with field personnel, subcontractors, engineers, and owners.
- Ability to prioritize and maintain solid time management and organizational skills.
- Attention to detail; being able to find and correct errors.
- Team player and ability to build a team with positive morale.
- Ability to work independently once trained.
- Strong sense of customer service.
Educational and Experience Requirements
- Completion of High School Diploma or equivalent required.
Working conditions:
The Office Manager will spend a majority of time in the office.
We offer market competitive pay, as well as opportunities for advancement, knowledge and skill development. In addition, we offer the following benefits to our employees:
- Health, dental, vision and life insurance
- Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
- 401(k) retirement program with company match
- Holidays and Paid Time Off program
Midwestern Mechanical, Inc. is an Equal Opportunity Employer
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