Office Manager & HR Coordinator

SUMMARY OF JOB RESPONSIBILITIES:

Well Master Corporation is seeking a high-energy, dependable Office Manager & HR Coordinator to join our team in Golden, Colorado. This essential role provides accounting and administrative support, as well as great customer service.

Responsibilities include include office reception, logistics planning for meetings, maintaining office supplies, accounts payable, accounts receivable, sales reporting and administration, and maintaining customer/vendor files. This role is expected to be self-motivated and work independently, while managing direction from the various members of the management team.

The successful candidate will have similar experience in an office environment and a high standard for customer service.

REPORTING TO

Director of Finance & Administration

DUTIES AND RESPONSIBILITIES:

• Answer incoming telephone calls in a friendly, prompt manner. Take accurate messages, when appropriate.
• Greet and provide general support to visitors.
• Receive and distribute mail.
• Keep common areas of the office neat and organized between routine cleanings.
• Provide excellent customer service.
• Monitor and maintain office supply inventory.
• Arrange for the maintenance of office equipment, as needed.
• Manage logistics for internal and customer meetings (travel, lodging, catering, etc.)
• Schedule and plan company sponsored events (birthday lunches, happy hours, holiday parties, etc.)
• Match outgoing vendor payments to bills and mail checks.
• Sales reporting and dashboards.
• Assist the shipping department with scanning documents and matching to outgoing orders.
• Order Well Master branded supplies and apparel.
• Provide administrative support for the President & CEO and all Directors in the organization, as required.
• Employee Relations: Act as a liaison between employees and insurance providers, answer employee requests and questions, coordinate updates of the Employee Handbook, track performance review dates, coordinate updates of policies when assigned, manage open enrollment for benefits such as health insurance, distribute monthly informational updates on benefits.
• Recruiting: Maintain job descriptions, post jobs, review & track applicants, complete phone screening interviews, schedule in-person interviews, coordinate travel, notify applicants of application status.
• Hiring: Complete pre-employment screening process, process pre-employment paperwork, coordinate travel for orientation, schedule orientation, ensure all new hire paperwork is complete, maintain required documentation such as Form I-9.
• Primary backup: Set up and maintain customer and vendor files, process vendor bills, including completing a 3-way match to purchase order and item receipts, reconcile vendor statements, post customer payments to invoices, manage collections process to resolve and reduce past due customer accounts, uploading customer invoices to various online platforms, managing corporate credit card program (including auditing credit card charges and supporting documentation), RFQ/RFP preparation, customer relationship management (CRM) reporting and maintaining CRM data integrity.
• All other duties as assigned

KNOWLEDGE, SKILLS AND REQUIRED ABILITIES:

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Strong interpersonal skills and communication skills; including maintaining a positive attitude, ability to work effectively in a team environment, and willingness to help resolve issues.
• Strong administration, multi-tasking, and organizational skills with superior attention to detail.
• Proficient in full Microsoft Office Suite, including Word, Outlook, Teams, and Excel.
• Basic data entry skills.

EDUCATION AND EXPERIENCE:

• High School Diploma is required, college courses or a college degree in a business field is preferred.
• At least one-year previous office-based administration, data entry, accounts payable, accounts receivable, and/or reception experience.

Essential Functions

The physical, mental/visual, and work environment demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

• Requires use of hands and arms at least 80% of the time.
• Time is divided between sitting, standing, and walking. Sitting and typing for long periods of time is required.
• Lifting requirements are generally less than 10 lbs.

Work Environment:

• Majority of time is spent in a climate-controlled office or warehouse environment.
• Noise exposure is minimal.

Mental/Visual Demands:

• Close vision and the ability to adjust focus are necessary to perform the job functions.
• Peripheral vision is required for safety.
• Must be able to maintain focus on work activities with interruptions from phone, employees, and visitors.

KEY COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.

• Relationships with Others: The individual works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the Company. The employee exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
• Communication and Contact: The individual communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company. The individual uses effective communication for interface with other departments and customers.
• Planning/organizing: The individual prioritizes and plans work activities, uses time efficiently, and develops realistic action plans.
• Problem solving: The individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal Skills: The individual maintains confidentiality, remains open to others’ ideas, and exhibits willingness to try new things.
• Quality control: The individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability: The individual adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays, or unexpected events.
• Dependability: The individual is consistently at work and on time, follows instructions, responds to management direction, and solicits feedback to improve performance.
• Safety and security: The individual actively promotes and personally observes all safety procedures.The individual complies with the company’s Environmental, Safety, and Hazardous Communications requirements.

COMPENSATION & BENEFITS

In compliance with Colorado’s “Equal Pay for Equal Work Act,” the Company provides the following information:

• Job Type: Full-Time
• Base Salary: $24.00 - $28.00 per hour
• Eligible for discretionary holiday bonus
• Choice of health care plans with company contribution towards premiums
• Dental and vision plans available with company contribution towards premiums
• FSA and HSA plans available
• Company-paid short-term and long-term disability and life insurance
• 401(k) plan: Safe Harbor Match – 100% of first 1% contribution and 50% on next 5% contribution; a total of 3.5% match on 6% contribution
• Voluntary supplemental life insurance, accident insurance, legal & ID theft protection benefits
• Paid Time Off: 3 weeks annually
• Paid Holidays: 10 days annually
• A great work culture!

Job Type

Full-time

Pay: $24.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administrative: 1 year (Preferred)
• Accounts payable: 1 year (Preferred)
• Accounts receivable: 1 year (Preferred)
• Event planning: 1 year (Preferred)
• Microsoft Office: 1 year (Required)
• Human resources: 1 year (Preferred)
• Microsoft PowerPoint: 1 year (Preferred)

Ability to Commute:

• Golden, CO 80403 (Required)

Work Location: In person