Description

Peter Pan Seafood is looking for an efficient Office Manager who can provide a strong foundation for the company. The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. They oversee administrative staff and ensures that the budget and records of the office are managed efficiently. The Office Manager works in concert with the fleet accountant to maintain accurate fish tickets and timely reporting. Ultimately, the Office manager ensures the smooth running of the office and helps to improve company procedures and day-to-day operations.

Essential Functions:

• Answer, screen and redirect phone calls
• Take and relay messages
• Provide information to callers
• Greet personnel entering the office
• Direct persons to correct destination
• Deal with queries from the public, fishermen, employees, and clients
• Ensure knowledge of staff movements in and out of the plant
• Prepare letters and documents for mailing
• Receive and sort mail and deliveries
• Schedule appointments
• Set up conference calls
• Maintain and replenish office supplies and equipment
• Ordering and tracking of company apparel
• Monitor and check daily time punches of hourly employees
• Coordinate with department supervisors regarding department assignments to ensure that employee hours are recorded accordingly
• Ensure that time clocks are working and online
• Prepare and ensure that time sheets are ready at the end of every pay period and that employees receive a copy to verify their hours
• Submit final timesheets to Payroll Manager
• Ensure that every new employee completes all required personnel forms
• Ensure protection and security of personnel files
• Ensure personnel files are up to date
• Submit copies of personnel file to the payroll manager for payroll purposes
• Ensure that all business permits and licenses are current
• Establish office standards and procedures
• Organize office operations and procedures
• Create and design office forms
• Maintain vehicle information and documentation, and ensure vehicle registrations and insurance are current
• Ensure filing systems are maintained and up to date
• Ensure confidentiality of company correspondence and records
• Collect Tender Packets containing fish tickets from offloading tenders
• Audit all weight records, fish tickets, and tender tallies within the Tender Packets
• Correctly enter the fish ticket information into the Parity Fish Ticket system within 24 hours of the tender offload
• Submit carbon copies of fish tickets to appropriate Alaska Department of Fish and Game within a week of the purchase date stated on the fish ticket
• Submit all original copies of fish tickets to corporate office
• Maintain copies of all fish tickets at the plant
• Generate requested reports from the fish ticket system
• Control and accurately account for all petty cash
• Whenever applicable, the incumbent assigns clerical functions to the Office Assistant and Receptionist
• Supervises, evaluates and manages the performance of the Office Assistant and Receptionist
• Monthly plant credit card reconciliation
• Timely and regular attendance
• Other duties as assigned

Education/Experience:

High school diploma required. Associates or BA preferred but not required. Six to twelve months related experience and/or training; or equivalent combination of education and experience.

Work Environment:

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions and moving mechanical parts. The employee is occasionally exposed to outside weather conditions. The Office Manager is located in a busy, open office area. They are faced with constant interruptions and must meet with different kinds of people on a regular basis. The Office Manager must also deal with a wide variety of people on various issues.