Office Manager in Corpus Christi, Texas at Camin Cargo Control Inc.

Office Manager

1.0 Corporate Job Title

Office Manager

2.0 Reporting Relationships

3.0 Department or Branch Manager

4.0 Position Summary

Oversee the general administrative function and activities of the office.

5.0 Minimum Requirements

• High school diploma or equivalent required; Associate degree in office administration or related field preferred.

• At least five years of administrative and clerical experience required.

• Three to five years of office management experience preferred.

• Ability to type at least sixty words per minute.

• Extensive knowledge of office management procedures.

• Excellent verbal and written communication skills.

• Excellent interpersonal and customer service skills.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Proficient with Microsoft Office Suite or related software.

6.0 Fitness for Duty – Physical Demands

• Refer to Appendix 1 of Section 2.1.2a of the Safety Manual, Medical Evaluations for details on Fit for Duty – Physical Demands for this position.

• The ability to perform all tasks listed is a requirement for this job description

7.0 Supervisory Responsibilities

• Oversees the daily work activities of the office.

• Supervises any additional Administrative Assistants

• May handle or assist managers with discipline and termination of employees in accordance with company policy.

• Assist New Hire Onboarding – initial paperwork, general information, computer training, FIT introduction.

• Assist with ensuring entries are submitted and evaluated for payroll in FIT – days and expenses

• Assist tracking and documenting absences for field personnel

• Terminal badge registration and approval processing (Valero, FHR, Citgo procedures vary)

8.0 Duties/Responsibilities:

• Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs.

• Ensuring DOT/ Safety requirements are met and that they are corrected/updated when needed.

• Facility – Monthly walkthrough, extinguisher upkeep, signage, special suppression system & backflow inspection scheduling.

• Assist with and record Unsafe Incident Reports

• Work with Fleet Supervisor to ensure all DOT requirements and licenses are valid and current

• Provides clerical support and direction when needed to assist clerical staff with assigned administrative duties such as answering phones, sorting, and distributing mail, and preparing documents.

• Review courier invoices to be brought to Branch Manager for approval and Billing added.

• Assist troubleshooting common technological issues and/or advise relevant department (hardware/software).

• Assist in making travel arrangements as needed (ctm portal)

• Works with operations to coordinate the administrative process of invoicing for the department or branch. Inputting information, Collating Data, Facilitating Communication, and Troubleshooting issues

• Maintains inventory of office supplies; orders new supplies as needed.

• Maintains inventory of electronics: Laptops, phones, printers, hotspots, monitors, etc.

• Facilitate communication for new vendors as needed (between AP / prospective vendor)

• Employee signed electronic equipment agreements (laptops, printers, hotspots) and facility electronics (monitors, brother/xerox printers, etc.).

• Maintains office files; implements an efficient system for other staff to access files and records.

• Keep basic medical documents in secure location (doctor notes, DISA receipts, etc.)

• Safety Meeting records kept and updated in ECM

• Assist with Billing inquiries (add billable services to Polaris Billing, reference numbers, documentation, EOM file closing, etc.)

• Performs other related duties as assigned.

• Track and register employees for renewals as required (annual medical, DISA – annual and Random, Safety Council, TWIC, DL verification dates etc.) - Update in ECM

• Ensure outgoing shipments are processed (just myself at the moment for hazmat and non-haz until trainee completes courses) and certification kept up to date.