We’re a Napa, California chocolatier who has been producing specialty chocolate confections for over twenty-five years. We produce private-label solutions for Five-Star, Five-Diamond Hotels, Michelin Restaurants, Specialty Retail, and the finest wineries throughout California. Our production lines are highly automated and versatile, enabling efficient production of diverse products at high speed. Our talented team members are devoted to providing superior products that exceed expectations.
We take pride in our family environment where team members are treated as important family, and we strive to provide a team atmosphere where everyone feels valued and integral.
PRIMARY FUNCTION:
The Office Manager is a central figure in ensuring the seamless functioning of the organization's administrative operations. Key responsibilities of this position include organizing and coordinating office administration and procedures, in order to ensure organizational effectiveness and efficiency. Responsible for developing intra-office communication protocols, streamlining administrative procedures, office staff supervision, and task delegation. Monitors departmental activities and customer satisfaction, identifies and implements appropriate improvement measures. Ultimately, the Office manager ensures the smooth running of the office and help to improve company procedures and day-to-day operation. The ideal candidate is a dynamic and versatile professional, that has the ability to operate independently, complemented by exceptional organizational skills and adaptability.
PRIMARY RESPONSIBILITIES:
· Finance: Process all Customer payments, including checks. Review of all Company Credit cards charges and assistance with posting of such.
· Payroll: Responsibility for all payroll calculations and logistics, of Company employees and temporary employees. Ensure that PTO tabulations are up to date and correct.
· Benefits: Responsibility to arrange and maintain medical insurance and Workman’s Comp. coverage for the Team at the most advantageous costs and to ensure that the Team is receiving the benefit of such.
· Human Resources: In conjunction with direction set by our parent company HR Director, ensure compliance of HR policies and procedures. Serve as the in-house coordinator of such.
· Customer Support: Support New Jersey sales team as well as customers by direct order-entry as well as with timely information on all.
· Order Flow: Ownership in conjunction with Plant Manager of order-flow lifecycle. Responsibility to ensure that every order reaches Production.
· Shipping: Oversee the interaction between Customer Service and Shipping to optimize order flow. Ensure clear communication between the two departments. Arrange truck shipments as necessary.
ESSENTIAL DUTIES AND RESPONSIBILITIES – Other duties may be assigned:
Support
- Organize orientation and training of new Team members.
- Organize and maintain office operations and procedures.
- Assign, monitor, coach, mentor and monitor responsibilities among office team.
- Perform review and analysis of special projects and keep the management properly informed.
- Support the company’s President, who operates off-site.
- Backup for all other office personnel.
Arrange
- Coordinate with IT department on all office equipment.
- Manage relationships with vendors, service providers, and landlord, managing their expectations and ensuring that all items are invoiced and paid on time.
- Manage contract and price negotiations with office vendors, service providers, and office lease.
- Provide general support to visitors.
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers.
- Establish and maintain a system of financial recordkeeping to include ledgers, recording payments, writing receipts, posting cash journals, prepare and make bank deposits, etc.
- Establish and maintain a system of accounts payable, to include invoicing, purchase orders, pay vouchers, check register, ledgers, etc., as necessary.
Ensure
- Ensure that office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored.
- Participate actively in the planning and execution of company events and holiday parties.
- Recruit and select office staff.
- Ensure security, integrity, and confidentiality of data.
- Handle customer inquiries and complaints.
- Maintain a safe, secure, and pleasant work environment.
MININIMUM REQUIREMENTS:
- Proven office management/administrative experience.
- Knowledge of office management responsibilities, systems, and procedures.
- Knowledge of accounting, data, and administrative management practices and procedures.
- Knowledge of Human Resources management practices and procedures.
- Knowledge of business and management principles.
- Excellent time management skills and ability to multitask and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Proficient in Microsoft Office.
- Knowledge of accounting, data, and administrative management practices and procedures.
- Knowledge of Human Resources management practices and procedures.
- Knowledge of business and management principles.
BENEFITS:
At Le Belge, we ask a lot of our employees, and we give a lot in return. We believe that every successful relationship is reciprocal. In addition to your competitive salary, we offer a compliment of benefit offerings.
The most important benefits we believe we can provide you are:
- A work environment that is positive and engaging yet challenges you to perform your absolute best work.
- A company that you can “call home” for as long as you would like to.
- A job that does not feel like a job because you are actually enjoying what you are most passionate about.
- Recognition for a job well done.
COMMITMENT TO DIVERSITY:
Le Belge recognizes the necessity of building an inclusive culture that values each employee’s individuality and diverse perspectives. We are committed to providing equal opportunity to all employees, creating an environment that promotes inclusion and cultural differences.
Le Belge is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or any other protected class and will not be discriminated against on the basis of disability.
Job Type: Full-time
Pay: $68,000.00 - $96,000.00 per year
Schedule:
Work Location: In person