Office Manager

Cloacina LLC manufactures Packaged Wastewater Treatment Systems for municipal and industrial clients.

We are currently filling the position of Office Manager.

GENERAL STATEMENT OF DUTIES

- Assists management along with employees with day-to-day operations of the office.

SUPERVISION RECEIVED

- Works under the direct supervision of the General Manager and other delegated personnel.

SUPERVISION EXERCISED

- Responsible for assisting and supporting all employees with administrative needs. This job supervises designated employees.

TYPICAL DUTIES PERFORMED

The listed examples may not include all duties performed. Duties may vary from time to time and are at the discretion of the General Manager. After proper training, employees may be required to complete tasks outside of their typical duties performed.

- Supports company operations by maintaining office systems and supervising staff.

- Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.

- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

- Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.

- Completes operational requirements by scheduling and assigning employees; following up on work results.

- Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.

- Maintains office staff by recruiting, selecting, orienting, and training employees.

- Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.

- Building and office management including equipment and vendors.

- Vehicle, equipment and trailer files, registration and signage.

- Travel arrangements and itineraries.

- Oversee general liability insurance, bonding and automobile insurance.

- Administrative duties for employees and managers as needed.

- Prepare correspondence including client letters, memos, reports, forms, meeting minutes, transmittals and etc.

-Assists the Human Resources Manager with day-to-day projects.

- Assists the Safety Manager with day-to-day projects.

ADDITIONAL DUTIES

- Supply management

- Informing others

- Tracking budget expenses

- Delegation

- Staffing

- Managing processes

-Supervision

- Developing standards

- Promoting process improvement

- Inventory control

- Reporting skills

- Attend necessary company meetings and training

- Maintain certificates and licenses necessary for assigned duties

- Understand and adhere to company policies and procedures

- Follow all company and facility safety precautions and participate in company safety training and certifications

- Duties may vary from time to time and are at the discretion of the Operations Manager

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION AND/OR EXPERIENCE

Associate’s degree (A.A.) or equivalent from two-year college or technical school, or five years related experience and/or training or equivalent combination of education and experience

LANGUAGE SKILLS

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals and ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to apply common sense understanding to carry out instruction furnished in written, oral, or diagram form and ability to deal with problems involving several concrete variables in standardized situations. Must be able to put information and instruction into oral, written or diagram form for the direction of other employees.

COMPUTER SKILLS

To perform this job successfully, an individual should have a thorough working knowledge of the Internet, Adobe Master Collection and Microsoft Office Suites software.

CERTIFICATES AND LICENSES

Maintain current CPR/First Aid certificate

Maintain Licenses necessary to manage facilities, staff according to regulations for industry. Licenses must reflect employees experience in industry.

Maintain a valid California Driver’s License and a satisfactory driving record

OTHER QUALIFICATIONS

To perform this job successfully, an individual should have a thorough working knowledge of the Internet, Adobe Master Collection and Microsoft Office Suites software.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job for the entire shift. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- Must be able to lift 50lbs

- Must be able to sit, walk, stand, stoop, kneel, crouch, use hands to finger, climb, balance, talk, hear, crawl, drive and wear required Personal Protective Equipment (PPE) for extended periods of time

- Must be able to climb stairs and ladders

- Must be able to pull and push equipment resulting in 100lbs of force

WORK ENVIRONMENT

The work environment characteristics described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may be exposed to the following, but is not limited to: wet and/or humid conditions, high and/or low altitude, moving mechanical parts, high and/or precarious places, fumes and/or airborne particles, toxic and/or caustic chemicals, outside weather conditions, extreme cold, extreme heat, risk of electrical shock, vibration, sewage, epoxy coatings, solvents, water and bodily fluids. The noise level in the work environment may be very loud.

MANAGEMENT REQUIREMENTS

The Office Manager will be expected to work closely with Managers on a daily basis, ensuring that each clients needs are being met.

COMPANY REQUIREMENTS

The Office Manager must be an ideal example of a Cloacina employee, holding themselves and fellow employees to the personnel, safety, health and ethical standards set forth by the company at all times.

The Office Manager will be expected to work beyond the basic framework of the Administrative Division looking for opportunities to improve the facilities, procedures, performance, efficiency and practices of Cloacina for the purpose of compliance.