Job description

Canaan Fuels

Office Manager

Summary

The office manager should oversee all administrative tasks. They should understand the “big picture” of most daily operations and be able to direct other employees to the correct source when solving problems unrelated to the office.

Responsibilities & Duties

Administrative

• Return all phone calls and emails, forward appropriate messages to Sammy.
• Follow-up with on-going tasks/projects, orders, accounts, promotions, and regular maintenance/service calls for all stations.
• Renew all permits with the appropriate town/city for each station’s individual requirements. (See Permit List/Excel Workbook).
• Manage Calendars
• Business Calendar: record fuel invoice due dates, scheduled service calls, meetings, inspections, etc.
• Sammy’s Personal: schedule/remind of appointments, book travel tickets and run errands.

Human Resources

• Communicate in an effective and timely manner with our payroll company (OneCheck) regarding all employee matters.
• Pick up payroll/bi-weekly (Thursdays)
• Notify payroll company about new, former and any/all employee information changes to W4’s, direct deposit, etc.
• Generate Quarterly “Payroll Reports”
• Manage all employee files and birthdates (put everybody on Sammy’s calendar with a recurring reminder!) – Clean out and update all files once a year.
• Uniforms
• Order uniforms from ESP Solutions as requested by Sammy/Pick-up (Myles Standish Blvd.)
• Create nametags for all employees, get them the appropriate size and number of shirts

Daily Tasks

• ATM management & record keeping: record dispensed amount for each terminal for each day of service; alert proper store manager when balances get low.
• Rockland Trust: Manage daily deposits as asked
• Company email: direct and respond appropriately to incoming requests, payments, audits, applications, etc.
• Schedule/Manage Sammy’s appointments, calls, meetings, etc.
• Company phone: answer all incoming calls, record and forward all voicemails to the appropriate party.
• Travel
• Run daily errands for Sammy; pick up dry-cleaning, prescriptions, shopping, etc.
• Bank deposits to Rockland Trust (Raynham) and Bank 5 (Somerset)
• Manage Sammy’s travel bookings, hotels for trade shows, et al.
• Daily station paperwork: Process and file all daily paperwork as it comes in to maintain checks and balances for each location.
• Shift Sheets, lottery, store close reports, credit card slips, EBT, house accounts, gift card receipts
• Maintain Daily Cash Management workbooks for each station
• ATM Transaction Record
• Lottery Deposit Record
• Daily Cash Management
• Credit Card Summary

Weekly Tasks

• Reports:
• Krispy Krunchy Chicken
• Manage delivery services; Web portal, menu/pricing updates, financing, weekly deposits, and transaction reports.
• Provide analysis of delivery service trends, total deposits, and menu prices. To be done 1stof each month*
• Data Code Genie
• Print Labels as requested by store
• Manage online portal and label ordering
• Office Cleaning
• Deep-clean the office once a week: Sweep & Swiffer wet-mop the floor, open the windows, Lysol all high-traffic touch surfaces (doorknobs, light switches, cabinet handles, phones, mouse(s), keyboards, desks). Take out the trash and empty the shredder when necessary. Dust shelves.

Monthly Tasks

• Reports
• Credit Card Fee % Report (Data Processing Solutions)
• Krispy Krunchy Chicken Delivery Service Analysis
• Fuel Tax
• Marketing and Print Services
• Make copies of shift sheets, cigarette count templates, lottery activation sheets and employee schedules for each station prior to beginning of the month.
• Order and pick up any marketing materials requested by Sammy (stickers for promotions, price tags, banners, etc.).
• Work with inventory manager* (Natalie) to create and run monthly promotions specific to each location.
• Financing:
• Send ‘working’ corporation statements to CPA (Amanda Santos) by 17thof each month
• Accounts payable/receivable (house accounts)/online bill-pay
• Audits
• Complete requested audit information for each entity in a timely manner.
• Travel
• BankFive deposits at Somerset branch (once-twice monthly) – Go inside, they are notorious for making errors!
• Rockland Trust/Raynham Branch deposits when asked
• Post Office Box mail retrieval twice a week (Tuesdays & Fridays)
• Renew PO Box payment every 6 months
• Occasional townhall trips to Taunton, Attleboro, Milford, Plymouth for certain permits/controlled or notarized documents (Town Clerk)
• Uniforms: Order and pick-up in Fallriver from Mass Cartel clothing

Quarterly Tasks

• Maintenance & Marketing Management
• Construct and maintain master list by station for existing regular inspections and repairs
• R&R Services/furnace + air filters
• Encore fire/General Fire Extinguishers annual inspections
• ADT/Annual Alarm Testing
• KKC/Grease Trap Cleaning
• Order business checks as necessary from Staples.
• Financing
• Send Realty statements to CPA Quarterly.
• End of Year: collect, copy, record and send all tax documents for each entity- Corporations + Realty.
• Reports
• Payroll % Report
• Maintenance/Repair Record(s) for all stations

Annual Tasks

• Permit Renewals
• Maintain up-to-date log and contact list of all permits required for each location
• Renew appropriate permits for each station by due date
• Send tax documents/CPA
• Update Employee Records and Birthdays
• Bring yearly files to storage unit (keep storage unit organized)
• Remind/Manage Convention(s) tickets & bookings

Salary/Schedule/Benefits

Schedule

• 40 hours per week
• 9:00 a.m. – 5:00 p.m. Monday - Friday

Salary

• Starting at $25.00 - $27.00 per hour depending on experience and qualifications
• Annual Raise after Yearly Review
• Quarterly Goals/Cash Bonus(es) Available

Benefits

• Health Insurance Offered at 50% Cost (Based on Eligibility Determined by United Healthcare)
• Must have been with the company at least Six Months
• 3 Paid “Sick-Days” per calendar year
• Only eligible after minimum of three months with the company
• Must be used or “Cashed-out” by end of year
• 7 Paid Vacation Days per calendar year
• Only eligible after minimum of six months with the company

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Taunton, MA 02780: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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