Office Manager

Office Manager

Office Manager

Job ID: 40155
Location: Missoula, MT
Category: Retail
Employment Type: Contract-to-Hire

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Local furniture store is seeking a detail-oriented, organized collaborator for their office manager position. This person will be one of the main faces in the Missoula location, offering excellent customer service and a positive internal employee experience.  

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Daily Business: Balance cash drawer transactions, complete deposits. Ensure credit card machines are batched out and balanced to transactions. Balance Report Daily Receipts Register to all transactions. Complete all deliveries and load outs. Register Guardian warranties. Verify and note payment information and any balances due on delivery tickets.
  • Record-keeping: File all copies of invoices, receiving documents, contracts etc. Confidential information is protected appropriately.
  • Accounts Receivable: Payments are posted to the appropriate account daily and cash is deposited as received. Check open balances for all deliveries and ensure sales people are following sales procedures and down payment requirements. Monitor the AR totals; no accounts are out and not paid for. Run Accounts Receivable and Finance Receivable Reports and monitor on a continuous basis. Process account write offs and adjustments. Handle contract refunds, NSF checks, credit card chargebacks, and turning over accounts to collection agencies as necessary. Assist customers and sales staff with inquiries about accounts. Ensure all refunds are being processed.
  • Accounts Payable: All invoices are reviewed, approved by management, matched to statements and forwarded to corporate accounting a minimum of once a week. Obtain required documentation for contractors and outside service providers; W-9s are current and Independent Contractor Exemption Certificate obtained if business is not incorporated. Maintain petty cash account; verify balance prior to issuing checks, fax copy of stub and receipt to corporate accounting. Submit cash reimbursement form to replenish petty cash as needed.
  • Inventory Control: Coordinate scheduled cycles with the warehouse and store manager. Reconcile the physical counts with the computer and report the results to corporate accounting. Use AS-IS inventory report to monitor AS-IS inventory. Maintain floor and warehouse locations for inventory. Generate Transfers. Request transfer completion as necessary.
  • Receiving: Receive vendor shipped direct merchandise. Track and receive all vendor-shipped direct purchase as necessary.
  • Payroll: Regularly review time records in the timekeeping system for warnings and missed punches resulting in overstated hours worked; ensure errors are corrected in a timely manner. Enter approved/ signed manual adjustments in the timekeeping system. Perform final review, approve and submit pay period entries and any spiffs / bonus spreadsheets by 10 am the morning following the end of the pay period. Keep a file for all payroll documentation (spiffs, bonuses, PTO, bereavement, etc.)
  • Financing: Process financing. Verify contract amount and plan number to be sold prior to selling contract. Mail contract applications to finance companies weekly. Ensure finance paperwork package is complete. Accurately post contract payments and rate of participation and balance to ACH reports. Review the Financed Receivables Report to ensure all contracts are processed. Complete all deliveries and pickups. Balance all receipt transactions for the month to include: credit card batch slips, bank deposits and ACH reports.
  • Vendor Credit Tracking: Submit repair credit requests to corporate customer service department and track vendor credits, charge backs and bedding credit returns. Report adjustment requests after receiving credits. Follow up on credits not received.
  • Personnel Records: Oversee completion and submission of all employee paperwork to include; new hire paperwork, status change forms, termination paperwork, various enrollment forms, timecards, and others upon request. Review documents and verify all required information is included and ensure it is submitted to corporate for processing in a timely manner. Maintain and secure employee records/ files. Ensure all status changes are documented on a change of status form and submitted to payroll. Confidential information is protected appropriately.
  • Human Resources: (supporting HR department when needed) Acquire general knowledge of employee benefits, eligibility requirements and information in the Employee Handbook. Ensure employees are provided benefit information. Participate in new employee orientations and explain general benefit information. Ensure all new employees complete a health insurance enrollment or declination form within 30 days of hire. Assist employees with First Report of Injury forms and review for completeness and submit promptly. Provide employees with Leave of Absence requests paperwork and direct to HR. Keep OSHA 300 logs up to date. Monitor policy and procedure compliance. Distribute materials and collect information from employees as requested by HR department.


  • PTO and paid holiday’s
  • 401k
  • Medical Benefits
  • On the job training
Other Responsibilities:

Maintain office supplies and equipment. Outgoing mail and incoming mail distribution. Maintain file system. Assist with customer inquiries when necessary. Assist in training sales people on administrative procedures. Develop professional working relationships with all company employees and all teams; Conflicts get resolved quickly, permanently and with management's assistance as needed.

  • Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Other Skills and AbilitiesIndividual should understand the basics of accounting; Ability to type and 10-key; Knowledge of Excel spreadsheet software and Word Processing software; Ability to concentrate for extended periods of time; Required to maintain a high level of confidentiality.

Get in touch! Call or text 406-752-0191 to reach Jared, your career coach, in our Kalispell LC Staffing Office.

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