Office Manager - Novel Energy Solutions LLC
Saint Paul, MN
About the Job
Description
The Office Manager oversees daily office operations, including mail and supply management, front desk reception, and basic accounting/human resources responsibilities. Additionally, the incumbent will serve as the first point of contact for the company, ensuring a professional and welcoming environment for clients, visitors, and staff. The ideal candidate will exhibit strong organizational skills, attention to detail, and the ability to handle multiple responsibilities efficiently.
Key Responsibilities
*Reception and Front Desk Duties:
- Serve as the first point of contact for visitors and clients, providing a professional and courteous welcome.
- Manage phone systems, including answering calls, transferring to appropriate personnel, and taking accurate messages.
*Mail and Package Management:
- Handle incoming and outgoing mail and packages, including sorting, distributing, and preparing mail for dispatch.
- Prepare and process outgoing mail and packages, including using FedEx and other courier services.
- Maintain accurate records of sent and received packages, including tracking and follow-up.
*Office Supply and Equipment Management:
- Monitor and manage office supply inventory, placing orders for replenishment as needed.
- Ensure office equipment (e.g., printers, copiers) is stocked with supplies and functions properly.
- Coordinate with vendors for service and repair of office equipment.
*Human Resources and Payroll Responsibilities:
- Organize and maintain digital filing systems for easy retrieval and compliance.
- Ensure confidentiality and security of sensitive information.
- Set up meetings, interviews and other related HR meetings.
*Accounting and Financial Responsibilities:
- Prepare and mail checks as required by the company.
- Use the check machine for depositing checks, ensuring accuracy and proper record-keeping.
- Updating deposit slips for AR
- Printing and sending various paper invoices, refund checks, COIs and other items.
- Support the accounting department with other tasks as needed.
*Filing and Document Management:
· Organize and maintain physical and digital filing systems for easy retrieval and compliance.
· Ensure confidentiality and security of sensitive information.
· Assist in the preparation and organization of reports and documents.
*General Office Support:
- Assist with scheduling meetings and coordinating office events.
- Order refreshments for meetings or events. Ensure conference areas are cleaned and maintained.
- Maintain a clean and organized front desk and office area.
- Support business travel arrangements as needed.
- Work with Building Management to resolve any facilities concerns or needs.
- Collaborate with Building Management to set up new employees in secure entry system.
Skills, Knowledge and Expertise
- High school diploma or equivalent.
- 3+ years related professional experience as an office manager, administrative assistant, or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Exposure to basic accounting and HR software preferred.
- Familiarity with typical office equipment.
- Strong organizational and multitasking skills with attention to detail.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive information with discretion.
Benefits
Medical and Dental, Vision, FSA/HSA, company paid disability and life insurance, 401(k) retirement savings, generous paid time off and holidays.
Source : Novel Energy Solutions LLC
