Office Manager

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. The incumbent oversees administrative staff and ensures that the budget and records of the office are managed efficiently.

This is a non-exempt position and is eligible for overtime pay. It is a seasonal; working between the months of April through September. Housing and meals are provided on site at no cost. The position is located in Valdez, Alaska.

Reports To: Plant Manager

DUTIES AND RESPONSIBILITIES

1. Reception
2. Answer, screen and redirect phone calls;
3. Greet persons entering the office;
4. Deal with queries from the public, fishermen, and clients;
5. Prepare letters and documents for mailing;
6. Receive and sort mail and deliveries;
7. Schedule appointments;
8. Set up conference calls;

1. Payroll
2. Monitor and check daily time punches of hourly employees;
3. Coordinate with department supervisors regarding department assignments to ensure that employee hours are recorded accordingly;
4. Ensure that time clocks are working and online;
5. Prepare and ensure that time sheets are ready at the end of every pay period;
6. Ensure that all hourly employees receive a copy of their time sheets at the end of every pay period;
7. Submit final time sheets to the payroll manager;

1. Purchase Orders
2. Issue purchase orders for office supplies to authorized company purchasers
3. Issue fishermen purchase orders to fishermen and tenders for fuel and food;
4. Ensure that all office generated purchase orders are completed properly, signed by appropriate approving authority, and submitted to the purchasing department;
5. Submit all fishermen related purchase orders directly to Corporate Office in a timely manner;

1. Fish Tickets
2. Collect Tender Packets containing fish tickets from offloading tenders;
3. Audit all weight records, fish tickets, and tender tallies within the Tender Packets;
4. Correctly enter the fish ticket information into the Parity Fish Ticket system within 24 hours of the tender offload;
5. 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;
6. Submit all original copies of fish tickets to corporate office;
7. Maintain copies of all fish tickets at the plant;
8. Generate requested reports from the fish ticket system;

6. General Accounting:

• Control and accurately account for all petty cash;
• Maintain facility check log;
• Monitor all plant credit cards charges and associated paperwork;
• Stock, sell, and track all company apparel sales;
• Submit monthly accounting spreadsheets and back up data for petty cash, checks, credit cards, and apparel to Corporate Offices

7. Office Inventory

• Maintain and replenish office supplies and equipment;
• Provide offices supplies and equipment to other department offices;
• Promptly respond to immediate office supply requests of other departments;
• Check stock to determine inventory levels of office supplies;
• Anticipate needed supplies;
• Verify receipt of supplies;

1. Regulatory Requirements
2. Ensure that all business permits and licenses are current;
3. Ensure that procedures for hiring and terminating employees conform with labor statutes;

1. Supervisory

Whenever applicable, the incumbent assigns clerical functions to an office assistant. He/she supervises, evaluates and manages the performance of the office assistant.

1. Other Major Responsibilities
2. Establish office standards and procedures;
3. Organize office operations and procedures;
4. Control correspondence;
5. Create and design office forms;
6. Update company contacts;
7. Maintain bunkhouse occupancy information and control bunkhouse key distribution;
8. Maintain vehicle information and documentation, and ensures vehicle registration and insurance are current;
9. Purchase airline and ferry tickets for employees;
10. Design filing systems;
11. Ensure filing systems are maintained and up-to-date;
12. Define procedures for record retention;
13. Ensure protection and security of files and records;
14. Ensure effective transfer of files and records between departments and facilities;
15. Ensure confidentiality of company correspondence and records;
16. Perform other related duties as required.

General Knowledge

The incumbent must have proficient knowledge in the following areas:

• Knowledge of office administration and procedures;
• Knowledge of basic bookkeeping principles;

Job Contact Info

• Carleton Robinson
• Phone: 907-966-3116
• http://www.silverbayseafoods.com
• Send an Email
• Apply Now