Bozeman Site Services, Gallatin Valley's premier property maintenance company, is GROWING and has a dynamic, fun and empowering workforce that you could be part of!

BENEFITS:

• Health/Dental/Vision/Life Insurances & $260/month employer contribution*
• Health Savings Account*
• Employee Assistance Plan for all employees
• Fully Vested Retirement benefit*
• Immediate PAID TIME OFF accrual and usage for all employees (even part-time)
• Immediate PAID MEAL BREAKS and regular team gatherings with free meals in accordance with the Employee Handbook
• Regular Peer Recognition Awards
• Referral Bonuses, even former employees can receive
• Development opportunities and certifications
• Fun and professional people to work with - Just ask our employees!
• Opportunities for optional overtime

*Ask about eligibility - typically All-Season (year-round) employees.  

BOZEMAN SITE SERVICES

OFFICE MANAGER

Position Agreement

Division: Overhead Division

Reporting Manager: Director of Operations

Reporting Positions: Office Assistant

Employment Status: Non-exempt/All-Seasonal/Full-time

Last Updated: October 2023

RESULTS STATEMENT

The Office Manager is a highly organized individual with a polished communication style and precise time management skills who provides superior service to valued customers and employees through prompt, professional and accurate correspondences, while strategically taking initiative, leadership and ownership of their areas of responsibility to solve current and anticipated problems independently, creatively and with integrity.

TACTICAL WORK

1. Is the epitome of excellent customer service
   • Answers the phones, professionally and cheerfully and responds to general emails within 4 hours
   • Promptly directs emails to the appropriate manager, creates issues and/or responds to customers with clear and accurate answers
   • Anticipates and creates communication with clients at integral times as directed and approved
   • Effectively balances the stated needs of the client while understanding business parameters
   • Maintains a highly organized email account with a limit of 25 unopened emails at any given time
2. Maintains the professional appearance and readiness of the office and extended area
3. Owns the following Payroll duties:
   • Conducts payroll procedures accurately and efficiently and enforces deadlines with management staff
   • Researches and alerts management of changes that impact payroll process
   • Ensures competency in and knowledge of general payroll practices while seeking personal education on payroll laws that may impact BSS
   • Educates personnel in payroll and HR app, HCM2Go
   • Takes initiative to know every inch of payroll system in order to create beneficial reports for CEO and increase BSS efficiency
4. Solely responsible for the following Human Resources (HR) duties:
   • Ensures that advertising for open positions have been accurately and promptly posted seasonally, monthly and weekly, using the SOP
   • Conducts streamlined orientation for new employees on their start date
   • Accurately manages the budget, purchase, dispersal, return and storage of uniform inventory and BSS jackets
   • Immediately alerts HR Director and managers of any personnel changes
5. Secures a “tight ship” in regards to our cloud-based, service, management system (Aspire):
   • Assigns client issues within an hour of receipt, takes unwavering initiative to seek immediate resolution and holds managers accountable for resolution within SOP guidelines, while assisting in client history research, as needed, and submits weekly reports of unresolved issues to DOO
   • Assists in the scheduling, notification and rescheduling of clients for upcoming services. (ie. Irrigation startup & Blowout services, Spray Fertilization and Weed Control services, etc)
   • Assists the DOO and Division Leaders in making changes to service routes and route adjustments as directed
   • Oversees the adherence of staff to purchase receipt procedures for inventory and Work Tickets
   • Reconciles purchase receipts and sub invoices and, with precision, applies them to appropriate work tickets, reporting discrepancies to the appropriate manager so resolution can be reached
   • Develops SOPs for general Aspire use for employees, subcontractors and customers
   • Accurately keeps all customer and sub information updated and current in Aspire
   • Acts as the Customer Portal “go to” person
   • Future responsibility:  Manages and updates Aspire inventory items (materials, equipment, etc)
6. Manages the activities and effectiveness of the Office Assistant position and conducts thorough, insightful and timely performance reviews
7. Collaborates across departments to help schedule seasonal, monthly and weekly events and initiatives
8. Works with DOO to develop, manage and store SOPs for all division operations and trains the staff on how to access and utilize them
9. Assists in the implementation of BSS marketing efforts
10. Oversees the effective setup, updates and use of the BSS phone system
11. Manages and schedules the company-wide calendar
12. Provides clerical assistance to management team
13. May work with divisions to design and create service and recruitment videos, photos and flyers
14. All other duties as assigned or needed

MINIMUM QUALIFICATIONS

1. Commitment to 40 hours Monday through Friday, daily times may be flexible depending on the right candidate 
2. Ability to quickly learn, retain, and navigate cloud-based systems
3. Computer proficient and able to create word processing documents, spreadsheets, input data, etc.
4. Strong attention to detail in regards to data processing and correspondences
5. Proficient Google Drive knowledge
6. Proficient Microsoft Office knowledge
7. Consistent professionalism, friendliness, honesty, accuracy and proficiency under pressure
8. Superb communication and people skills in regards to clients, potential clients and co-workers,  speaking respectfully, clearly and accurately
9. Keen awareness of business necessity, strategic thinking and foresight to anticipate challenges
10. Organizational skills and ability to multitask
11. Accounting experience is preferred
12. Ability to jump into almost any office position and assist if someone is sick
13. Online scheduling and tracking system knowledge or the ability to become fluent of BSS’ CRM within the first three months of employment

PHYSICAL REQUIREMENTS and WORKING CONDITIONS 

1. Lifting and raising objects up to 10 pounds from a lower to a higher position or moving objects horizontally from position-to-position, to a considerable degree and requires substantial use of upper extremities and back muscles
2. Grasping, feeling
3. Talking and hearing
4. Subject to busy business office environment
5. Subject to shop noises and smells
6. BSS is a dog welcoming office environment