Office Manager at NextGen Security LLC

Miramar, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

27 Apr, 26

Salary

0.0

Posted On

27 Jan, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Timesheet Reconciliation, Ordering Office Supplies, Mail Distribution, Phone Call Management, Event Planning, Travel Booking, Training Oversight, Drug Testing Management, Background Check Management, Credit Card Reconciliation, Philanthropic Efforts Oversight, Job Booking, Documentation Maintenance, Proposal Creation, Communication

Industry

Security and Investigations

Description

NextGen Security LLC Job Summary Company NextGen Security, LLC Location Miramar, FL Industries Security Integration Job Type Full Time Employee Years of Experience 5+ Years of Experience Career Level Experienced Exemption Status Exempt Office Manager What we’re looking for: We are seeking an energetic, enthusiastic Office Manager to join our fast-growing and dynamic team. What you’ll be doing: This position will have multiple roles ranging from: maintaining the office, timesheet reconciliation, general office needs, ordering office supplies, and support for the various departments within the Florida office. With Human Resources / Upper Management: * Order all needed office supplies * Manage mail distribution, incoming phone calls, and general front-office tasks * Coordinate office visitors and conference room schedules * Plan and execute internal and external events for employees and customers * Weekly time sheet review and reconciliation for payroll and operations * Own the Office Manager portion of the new employee onboarding process and terminated employee procedures * Place orders for clothing with clothing vendor, manage clothing store with counterparts in various offices * Book travel for technicians as requested * Oversee training process including registration of employees, follow-up on renewals, and maintaining training database for the region * Manage drug testing, alcohol testing and background check requirements for local resources based on customer requirements * Reconcile office credit card in expense software monthly * Oversee philanthropic efforts for the Florida office With Operations: * Book new jobs and ensure accurate documentation of project details, customer purchase orders, and invoicing requirements. * Organize and maintain project documentation in Teams, including folder structures and onboarding packages. * Collaborate with sales teams to collect missing information and ensure all project requirements are met. * Assist with administrative tasks as assigned by General Manager and Director of Operations With Sales: * Submit for Certificates of Insurance as needed. * Assist in pre-qualification process for new customers. * Create new project proposals for sales teams. What you bring to the table: * Must be able to communicate effectively and professionally in both written and verbal manner to customers and to those within the company. * Must possess a positive attitude and be willing to interact with customer, co-workers and other personnel at all times. * Ability to manage multiple projects at a time while paying strict attention to detail. * Commitment to integrity and to the Company Standards and Procedures. * BA/BS degree or equivalent. What we bring to the table: * An awesome, collaborative culture * Compensation based upon background and experience * Full benefits package * Vacation * Cellphone Allowance We are an equal opportunity employer and drug-free workplace. Pre-employment drug screens and background checks will be conducted. Employees are subject to appropriate routine drug screens, based on job classification. Application Process Please submit your resume, references and your requested salary range when applying for this position to careers@nextgensecured.com [hr@nextgensecured.com]. More About Us NextGen Security [https://nextgensecured.com/] is an electronic security systems integrator that offers commercial and industrial companies best in class industry knowledge, engineering design, implementation, management and on-going maintenance services. Our company accomplishes this by hiring only the most experienced and best-qualified talent the security industry has to offer. Management team and staff members have 10-25 years of commercial and industrial security industry expertise with single site, multi-facility, plant-wide, campus-wide, regional, national and international security projects. If that wasn’t convincing enough, check out what our employees say about working at NextGen: https://www.youtube.com/watch?v=qLQVPTlAlJM Notice To Employment / Recruitment Agents Employment / Recruitment agents may only submit candidates for vacancies only if they have written authorization to do so from NextGen Security’s HR department. Any agency candidate submission may only be submitted to positions opened to the agency through openings available via NextGen Security’s website. NextGen Security will only pay a fee for candidates submitted or presented where there is a contract communication in place between the Employment / Recruitment agents and NextGen Security, and only if the candidate is submitted via approval from NextGen Security’s HR department. Candidates submitted or presented by Employment / Recruitment Agents without a full approval from NextGen Security’s HR department shall not be deemed to form part of any Engagement for which the Agency may claim remuneration.

Responsibilities

This multifaceted role involves maintaining the physical office, managing administrative tasks like timesheet reconciliation, ordering supplies, and providing comprehensive support to various departments within the Florida office. Key duties include coordinating with Human Resources/Upper Management on onboarding, travel, and training, while also supporting Operations with job booking and documentation, and assisting Sales with proposals and pre-qualification processes.