Office Manager / Building Manager

Location: Topeka, KS
Date Posted: 11-21-2017
Synergy Systems Consulting, P.A.
Office Manager/Building Manager

Job Classification:
Non-Exempt, Part-Time
Reporting Relationship: Owners

Primary Accountabilities: 
The Office Manager/Building Manager is responsible for establishing and maintaining an effective and efficient performing office by organizing the office operations and procedures at Synergy Systems Consulting. The Office Manager/Building Manager assists with the accounting functions and customer service, oversees building maintenance and communications with lessees, and manages internal and external communications. This position requires excellent communication skills, dedication to maintaining the confidentiality policies, the ability to work with diverse personalities, attention to detail, and the ability to make mindful decisions which benefit Synergy Systems Consulting, employees and clients.

Major Duties:
•    Manages and oversees small support staff, as assigned.  
•    Assists with support staff evaluations, participates in evaluation process, and implements and manages the progressive discipline process.
•    Oversees and manages all of the electronic and hard copy personnel files.
•    Compiles, copies, sorts and files records of office activities, business transactions and other various Synergy Systems Consulting activities. 
•    Develops and documents Synergy Systems Consulting office procedures and processes.
•    Works to help create a calm, safe and healing environment for clients.
•    Assists with issuing bills, invoices, account statements and other financial statements according to established procedures. 
•    Follows policies and procedures, as well as ensuring all information is kept confidential.
•    Clarifies billing concerns with customers, as well as adjusts client accounts including collection accounts, when necessary.
•    Assists with administering billing statements and detailed receipts to customers and mails out detailed receipts, as requested.
•    Ensures customer payments are recorded efficiently and accurately through data entry and processing.
•    Oversees janitorial and other services for the building. Works with vendors, as needed, for building maintenance.
•    Assists with maintaining current licensures and insurance information.
•    Communicates with clients, employees, and other individuals to answer questions, disseminate or explain information, and/or address complaints, as necessary. 
•    Maintains records of building occupants (lessees) and tracks receipt of rent payments. 
•    Develops and maintains relationships with employees, owners, lessees and vendors. 
•    Helps monitor professional building supplies (cleaning, paper products, beverage supplies, ice melt, etc.) and shopping for items as needed.
•    May cover Office Assistant’s critical tasks, on occasion. 
•    Performs additional duties as assigned.

Required Qualifications:
•    High School Diploma or GED is required.
•    At least 2-3 years of work related experience is required. 
•    Six (6) months bookkeeping/accounting experience is required. 

Competencies:
•    Demonstrated poise, tact, and diplomacy with the ability to handle sensitive and confidential information and situations.
•    Must possess excellent customer service skills with an emphasis on client confidentiality. Must focus on meeting the needs of Synergy Systems Consulting clients through professional and tactful interaction with employees, clients and vendors. 
•    Must have the ability to be self-reliant, detail oriented, internally motivated, an excellent problem solver and results oriented. 
•    Must be able to apply arithmetic, algebra and their applications. 
•    Must possess a thorough knowledge of modern office practices and terminology, procedures and equipment, including computers, copiers and other standard office equipment.
•    Knowledge of administrative and clerical procedures and systems such as word processing and managing files and records.
•    Strong computer, word-processing, and accounting skills, including QuickBooks, Microsoft Word, Excel, and Outlook is required. Website management desirable.
•    Ability to work independently, organize, monitor and adjust work as necessary to ensure accuracy and timeliness.
•    Ability to effectively communicate, present information and respond to questions, both in a verbal and written manner.
•    Demonstrated ability to think critically and make decisions using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems. 
•    Must exhibit excellent judgment and creative problem-solving skills including negotiation and conflict resolution. 
•    Must have exceptional time management skills with the ability to manage time productively and multi-task. 
•    Must be dependable and prompt.
•    Must have strong attention to detail with the ability to remain organized and develop specific goals and plans to accomplish work. 
•    Must be energetic, flexible, collaborative, and proactive with a strong sense of teamwork; a team leader who can positively and productively impact Synergy Systems Consulting industry and culture. 

Supervisory Responsibility:
This position supervises the Office Assistant position.

Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:
This is largely a sedentary role; however, some lifting of up to 30 lbs. may occur occasionally.  Lifting file boxes and standing while filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Occasional sweeping, vacuuming, leaf blowing, and moving around trash/recycling cans or other physical tasks will be necessary. 

Work Authorization/Security Clearance:
This position requires the ability to maintain confidentiality regarding visitors to the building and other business information that may be accessible.  Maintenance of HIPPA standards of privacy is essential. 
 
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