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Office Manager - Urban Alarm in Silver Spring, MD at Kastle Systems

Date Posted: 5/20/2018

Job Snapshot

Job Description

Founded in 2003, Urban Alarm, a Kastle Systems company, began with a vision to create a different kind of security company: one familiar with and invested in its community and the daily lives of the people in it, not just with the equipment installed in their living spaces. As you see our recognizable fleet of black UA vehicles in your neighborhood more and more, our hope is that they serve as a reminder that we’re working to make your community a safer place. Urban Alarm customers are a mix of commercial, institutional, and property management organizations as well as homeowners. By utilizing the best systems and state-of-the-art technologies, Urban Alarm maintains high standards for training and expertise. Services we provide include security system design and installation, door access systems for offices, campuses, and multi-unit commercial / residential properties; and video monitoring applications.

The office manager's responsibilities include organizing office operations, preparing payroll, reviewing, and approving supply requisitions, and monitoring clerical functions. Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.

Responsibilities

  • Coordinates and monitors office operations to ensure company requirements are sufficiently met daily
  • Plans goals/objectives for office operations and identifies the resources (staff, equipment, funds) required to attain the end results
  • Provides qualified staff support and contributes to the needs of the organization
  • Monitors office procedures and resolves problems through collaboration with pertinent contacts, and implements changers as needed
  • Manages bookkeeping for the company, including managing accounting software, accounts payable/receivable, invoicing and payroll review; PTO updates; commission processing and updates
  • Performs duties such as timesheets review and approval for payroll; benefit administration, procedures, personnel issues, and maintains related confidential files
  • Upholds facility security by maintaining a visitor's log, providing visitors with the proper security clearance, and notifying all visitors of relevant security policies.
  • Assists with the coordination and preparation of executive and staff meetings
  • Coordinates travel and accommodation agreements via telephone and correspondence, and prepares related agendas for the company as required
  • Ensures the efficient operation of all the office equipment, arranges for routine and necessary maintenance as needed
  • Monitors office supply inventory and orders additional supplies as needed
  • Assist with additional duties such as: filing, sorting, mail distribution, scanning documents, and completion of special projects for various departments
  • Monitors and records expenses; prepares expense reports
  • Assists with maintenance of office budget
  • Answers, screens, and directs incoming calls
  • Prepares proposals and agreements for signature
  • Faxes/emails customer request. i.e. proposals, agreements, invoices
  • Maintains and tracks company owned vehicles

Qualifications

  • 2-4 years of experience as an Office Manager
  • Bachelor’s degree preferred
  • Proficiency in Microsoft Office products including: Word, Excel, Outlook, and PowerPoint

Kastle Systems is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.