Job Title: Office Manager                           Job Category: Administrative

Location: Homewood, Alabama 35209   Travel Required: None

Wages: $18/hr +/- based on experience  Position Type: Full Time; Non-Exempt 32.5 hr/wk

HR Contact: Amanda Reagan                Date Posted: 9/19/2024

Clerical duties are assigned in accordance with the office procedures of Vista Engineering & Consulting, LLC and include a combination of answering telephones, bookkeeping, typing or word processing, office machine operation, case management, light housekeeping, and filing.

More information about Vista Engineering & Consulting, LLC can be found at vistaeng.com

Please email areagan@vistaeng.com for further consideration.

Education Requirement Options

Associate’s degree (or other 2-year degree)
Some College Courses or

Equivalent experience

Essential Knowledge & Responsibilities:

• Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, scientific workplace terminology, and coordination of people, schedules, & resources.
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Customer Service - Knowledge of and experience with principles and processes for providing customer (internal & external) services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Records Management - Responsible for creating, collecting, and maintaining records pertaining to the Quality System and is empowered to notice and report deviations from and suggest improvements to the quality system.
• Facilities Management – Responsible for housekeeping duties of a small office. Daily dish washing, coffee making, taking trash out, laboratory straightening, laboratory glassware maintenance, returning tools to correct locations, etc.

Basic Skills

• Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Mathematics- Using mathematics to solve problems.
• Monitoring- Monitoring/Assessing performance of yourself (always) or other individuals (occasionally) to make improvements or take corrective action.
• Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.
• Speaking- Talking to others to convey information cooperatively, kindly, and effectively.
• Writing- Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

• Coordination- Adjusting actions in relation to others' actions.
• Instructing- Occasionally teaching others how to do something.
• Service Orientation- Actively looking for ways to help people.
• Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.

Resource Management Skills

• Management of Financial Resources- Determining cost-effective ways money will be spent to get the work done, and accounting for these expenditures.
• Management of Material Resources- Seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Time Management- Managing one's own time to maximize benefit to the company. Coordinating and reminding others of time commitments as needed. Time tracking through QuickBooks Time is required.

Relational Skills and Expectations

• Role Relationships – Internally, must manage and prioritize needs from multiple people. All direction does not come from a single person, though the role reports directly to the Chief Operating Officer.
• Responsibility for Others – Only responsible for others occasionally in the case of seasonal interns.
• Conflictual Contact – Office manager encounters very little conflict as part of this job.
• Impact of Decisions – Decisions of the office manager are important but are frequently routine.
• Routine versus Challenging Work – Most of the work of the Office Manager is routine.
• Competition – The Office Manager does not experience competition as part of the job.

Expectations of the Office Setting

• Work Setting – The office setting is comprised of a combination of office space, laboratory space and warehouse space. A kitchenette and accessible parking are on site.
• Environmental Conditions – Entire space is climate controlled, but the warehouse space is less so and may be the site of roughly 20% of the work.
• Job Hazards – Potential job hazards can include exposure to chemicals, lifting requirements, and climbing on ladders. Safety training and PPE are provided.
• Functional requirements – 
  • Ability to occasionally lift up to 30 lbs.
  • Ability to sit and use a computer for 80% of work time
• Work Attire – Business casual most days, closed toe shoes every day, more casual if more physical work in the laboratory is planned ahead of time.
• Cell Phone Use – Cell phones are allowed on your person during work hours, but use is limited to urgent needs during clerical time and is not allowed during laboratory time for safety reasons.
• Hours –6.5 hours per day are 7 hours less a 30 minute lunch period. Can be flexible between the hours of 7am-5pm to accommodate scheduling needs.

Enumeration of Responsibilities (those not mentioned above; responsibilities are not limited to the following):

• Communicate with customers, employees, vendors and other individuals to answer questions, disseminate or explain information, initiate cases.
• Answer telephones, direct calls, and take messages.
• Compile, copy, sort, and file records of office activities, business transactions, laboratory data records, and other activities.
• Operate office machines, such as photocopiers and scanners, phone systems, and personal computers.
• Compute, record, and proofread data and other information, such as records or reports.
• Maintain and update filing, supplies inventory, mailing, and database systems, either manually or using a computer.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• Review files, records, and other documents to obtain information to respond to requests.
• Deliver messages and run errands.
• Inventory and order materials, supplies, and services.
• Complete work schedules, manage calendars, and arrange appointments.
• Type, format, proofread, and edit correspondence and other documents.
• Perform the responsibilities of the Records Manager of the Quality System

(SOP provided for each):

• • Maintaining the Customer Relationship database
  • Opening and closing cases/jobs
  • Finding resolution and recording customer inquiries and complaints
  • Document Control
  • Completing Final Inspection of customer reports
  • Creating and communicating customer invoices
  • Purchasing supplies, standards, and services used in the performance of activities in the scope of our accreditation.
  • Evidence Custodian- Manage the intake, security, and disposal of critical evidence.
  • Equipment Quality Management – Assist Quality Manager with maintenance of equipment calibrations.

Tools

• Desktop & Laptop computers

• Computer laser printers

Technology

• Experience required:
  • Microsoft 365 Applications (Word, Excel, PowerPoint, Outlook, Teams, etc..)
  • PC environment (not Apple)
• Experience a bonus, can train on these skills:

•   Intuit QuickBooks
• Zoho CRM (Customer Relationship Management)
• WordPress

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, veteran status, or any other protected status.

This position is at-will, meaning that either the employer or the employee can terminate the employment relationship at any time, with or without cause or notice, as permitted by law.

Employment is contingent upon successful completion of a background check and/or drug screening.