Office Administrator
We are currently seeking a detail-oriented and motivated Office Administrator. You will play a key role in the company’s success, focusing on processes to ensure maximum productivity and efficiency of the teams. The Office Administrator leads, organizes, and oversees the administrative day- to-day activities for the business.
This position performs administrative work, but also oversees and directs the work of part-time or full-time (remote) administrative staff. Currently we operate with four part-time staff members during the summer months, and two to three during the winter months. The part-time staff members support the Office Administrator in delivering key responsibilities listed below. The Office Administrator supports the activities of the Operations Department, the Sales and Marketing Department, and the Finance/HR Department. We are a small office environment where the Office Administrator role is critical to the success of the company.
Responsibilities:
Core Season (April-Oct):
- Administrative Responsibilities:
- Management of part-time and remote staff performing much of the administrative work
- Daily, weekly, and monthly administrative responsibilities
- Serve as point of contact for office administrative questions among full time staff, seasonal/intern staff, and part time staff/vendors
- Protocol, process, and systems creation, implementation, maintenance, and improvements
- Management of small and large projects to improve the business in all areas
- Create and maintain electronic file organization on server(s) and cloud drives
- Routing and Dispatch:
- Create efficient routes for SCUBA dive team crews for multiple branches (2-4 hrs/day in the summer months)
- Call or email clients of their scheduled dates
- Field calls from jobsite managers and re-route crews when necessary
- Monitor capacity and alert sales and operations management team of any issues
- Manage communication to keep staff informed on policies, procedures, building issues, and any on-going relevant information as it arises
- Accounting & Finance Responsibilities:
- Account receivables and payables
- Payroll Preparation (Quickbooks Payroll), including entering and processing payroll for up to 200 seasonal employees during peak season.
- Produce error-free accounting reports and present the results
- Analyze financial information and summarize financial status
- Spot errors and suggest ways to improve efficiency and spending
- Participate in financial standards setting and in forecast process
- Plan, assign, and review staff's work
- Work with our part time accounting staff and vendors to maintain and improve accounting practices
- HR and IT Support:
- Manage onboarding forms for new hires
- Be able to answer basic HR policy/procedure questions
- Serve as the first point of contact for IT/software issues. Dispatch to our IT provider as appropriate
- Monitor IT, software and hardware usage trends within the company
- Manage replacement of IT hardware and software throughout the company (working with our IT vendors)
- Data Gathering & Analysis:
- Gather data from various systems, analyze, and prepare reports for upper management to use in the decision making process
- Work extensively with MS Excel and Google Sheets
- Work with our database developers to create, maintain, and improve reports from our databases
- Staff Supervision & Small Office Management:
- Design and implement staffing plans to ensure all administrative responsibilities will be effectively fulfilled in the context of year over year growth and seasonal surges in administrative workloads
- Hire, develop, and evaluate performance of part-time and full-time remote and freelance staff. Develop and implement performance management plans and actions
- Maintain physical office space for staff by keeping file and storage cabinets, lunch room, meeting rooms stocked, organized, etc.
- Plan and prepare desk arrangements and computer assignments for new staff, seasonal staff/interns, and temporary/contract staff. Work with professional organizers or other vendors to restructure office layout as necessary.
Winter/ Offseason Responsibilities (Nov-March):
- This is a full-time year-round position. Full time hours continue in the offseason, although it may be less at times, relative to the core season.
- Continuation of any necessary activities listed in the core season responsibilities above
- Gather and analyze data from the past year and prepare in proper format for upper management to utilize.
- Review previous projects to create error of correction lists to improve for future projects
- Identify ways to improve protocols, processes, systems creation, implementations, and maintenance
- Assist Operations Staff, Sales/ Marketing Staff, Finance Staff, and Upper Management Staff with special projects and initiatives
- Assist staff with client engagement and renewal responsibilities
- Assist with recruiting and hiring of seasonal and full time staff
- A/R, A/P, Payroll, and miscellaneous financial tasks
- Professional Development
- Other duties as assigned