Office Lead

Overview

The Office Lead participates in coordinating and supervising all office activities on a daily basis. Under general supervision, performs a variety of difficult, responsible and specialized administrative and office support functions; creates and maintains specialized reports, records and files required in connection with department work processes.

Responsibilities

reporting, balances, P&L & exception reports. Gathers and maintains all data and records relative to HR: personnel files, attendance, vacations, new hire packets and PAF’s. Process of Accounts payable: receives all P.O’s & requisitions electronically and all vendor(s) aging. Answers and routes all telephone calls in a polite manner, taking messages and routing to proper individual in a timely manner.

Filing, photocopying, receiving incoming and sending outgoing mail. Other duties as assigned. Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed. Financial & Accounting Manage daily accounting and financial activities Process and reconcile invoices, billing, AP, and AR Monitor operating expenses and budget performance Prepare financial and variance reports Support month-end and year-end closing Investigate and resolve financial discrepancies Maintain accurate financial records and internal controls Office & Administrative Leadership Lead daily office operations and administrative processes Supervise and develop administrative personnel Establish standardized office procedures Manage records, correspondence, supplies, and vendors Serve as a key liaison between Operations, Finance, HR, employees, customers, and vendors Operations Support Support the General Manager and site leadership team Track operational KPIs and financial performance Prepare daily, weekly, and monthly reporting Support physical inventory and inventory reconciliation Research inventory and billing variances Identify opportunities for cost reduction and process improvement Leadership & Compliance Ensure company policies, procedures, and financial controls are followed Maintain confidentiality of financial and employee information Support internal and external audits Train and develop office personnel Drive continuous improvement and accountability Promote a positive, inclusive, and engaged workplace culture Qualifications High school diploma or equivalent 2- 5 years office experience Proficient computer knowledge including all MS Office applications Intermediate typing skills 10-key by touch Shipping software systems including UPS and Federal Express Excellent oral and written communication skills Excellent time management, multitask, reporting and customer service skills.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

41 CFR 60-1.35(c) LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws. Profit Center PC-15 Administrates Payroll: reporting, balances, P&L & exception reports. Gathers and maintains all data and records relative to HR: personnel files, attendance, vacations, new hire packets and PAF’s.

Process of Accounts payable: receives all P.O’s & requisitions electronically and all vendor(s) aging. Answers and routes all telephone calls in a polite manner, taking messages and routing to proper individual in a timely manner. Filing, photocopying, receiving incoming and sending outgoing mail. Other duties as assigned.

Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed. Financial & Accounting Manage daily accounting and financial activities Process and reconcile invoices, billing, AP, and AR Monitor operating expenses and budget performance Prepare financial and variance reports Support month-end and year-end closing Investigate and resolve financial discrepancies Maintain accurate financial records and internal controls Office & Administrative Leadership Lead daily office operations and administrative processes Supervise and develop administrative personnel Establish standardized office procedures Manage records, correspondence, supplies, and vendors Serve as a key liaison between Operations, Finance, HR, employees, customers, and vendors Operations Support Support the General Manager and site leadership team Track operational KPIs and financial performance Prepare daily, weekly, and monthly reporting Support physical inventory and inventory reconciliation Research inventory and billing variances Identify opportunities for cost reduction and process improvement Leadership & Compliance Ensure company policies, procedures, and financial controls are followed Maintain confidentiality of financial and employee information Support internal and external audits Train and develop office personnel Drive continuous improvement and accountability Promote a positive, inclusive, and engaged workplace culture High school diploma or equivalent 2- 5 years office experience Proficient computer knowledge including all MS Office applications Intermediate typing skills 10-key by touch Shipping software systems including UPS and Federal Express Excellent oral and written communication skills Excellent time management, multitask, reporting and customer service skills.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

41 CFR 60-1.35(c) LA County Applicants: The Company will consider qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local laws.