Job Title: Business Office Manager (Full-Time)
FLSA: Non- Exempt
Department: Admin
Date Revised: 9/25/2024
Reports To: Chief Executive Officer (CEO)
Type: Employee
Location: 788 Montgomery Ave., Ocoee, FL 34761
Hours: Full -Time

THE JOB OVERVIEW

Greater Vision is seeking a Business Office Manager to oversee and manage the administrative and financial operations of the office. This role ensures the smooth and efficient running of the office, including managing staff, implementing office procedures, and maintaining financial records. The ideal candidate will possess strong organizational and leadership skills and a comprehensive understanding of office management and administrative functions.

SKILLS:

• Strong organizational and multitasking abilities.
• Excellent leadership and interpersonal skills.
• Experience utilizing QuickBooks online
• Proficient in Microsoft Office Suite and office management software.
• Financial acumen and experience with bill pay, bookkeeping and budgeting
• Exceptional communication skills, both written and verbal.
• Ability to work independently and make decisions with minimal supervision.

JOB QUALIFICATIONS:

• Strong interpersonal skills to communication skills to interact with customers, management, and staff
• Knowledge of office management, company office procedures, and company policies
• Very strong organization skills, time management skills, and problem-solving skills
• Proficient in the Microsoft Office suite of applications—Word, Excel, and PowerPoint
• Strong multitasking ability to efficiently manage multiple projects simultaneously
• Keen attention to detail
• Excellent customer service skills

EDUCATION/ EXPERIENCE:

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: Minimum of 3-5 years of experience in office management or a related administrative role.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email, and other electronic means. The employee will move about the office and handle various types of media and equipment. The employee is occasionally required to lift up to 20 pounds unless otherwise specified in the job description.

JOB RESPONSIBILITIES

Some of the administrative responsibilities include:

• Office Management: Oversee daily office operations, including managing office supplies, equipment, and facilities to ensure a well-organized work environment.
• Staff Supervision: Lead and manage the office staff, including administrative assistants and clerks, by providing guidance, training, and performance evaluations.
• Financial Management: Maintain financial records, including accounts payable and receivable, budgeting, and expense tracking. Prepare financial reports and ensure compliance with financial policies.
• Administrative Support: Provide administrative support to senior management, including scheduling meetings, preparing reports, and handling correspondence.
• Customer Service: Serve as the primary point of contact for clients, vendors, and visitors. Address and resolve any office-related issues promptly.
• Policy Implementation: Develop and enforce office policies and procedures to ensure efficient operations and compliance with company standards.
• Data Management: Manage and organize office documentation, including contracts, invoices, and employee records, ensuring confidentiality and accuracy.
• Technology Coordination: Oversee the maintenance and functioning of office technology, including computers, phones, and software systems.
• Project Management: Coordinate and manage special projects as assigned, ensuring timely and successful completion.
• Project management of assigned work streams to successful completion
• Work closely with team members and business partners to meet all agreed-upon objectives related to meeting companies financial goals.
• Own data correlation and automation of pipeline management process
• Maintain an attitude of cooperation and problem-solving to support team members with new requests and evolving requirements
• Recommend and follow agreed frameworks for consistent management of Accounting vendors including the development of KPIs and metrics dashboards and quality measurements
• Contribute to contract development and negotiations with third-party suppliers
• Acts as the high-level point of contact between the customer and internal or external supplier organizations, ensuring that users deal with suppliers within the terms and conditions of the contract and that all communications between suppliers and users take place effectively, efficiently, and in a timely manner
• Oversee Accounts Receivables, collection of tenant and vendor payments, and business taxes and credits.
• Other duties assigned as necessary.

OTHER DUTIES

This job description intends to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any position. Employees may be directed to perform job-related tasks other than those specifically presented in this description