Office Manager

Description

Board meeting preparation duties-

• Collect, Organize, distribute Board Book, and other Board and family information and notifications.

• Take minutes at board meetings and draft for VP review/final.

• Follow up on action items after board meeting.

Commercial Business Insurance duties-

• Work closely with outside insurance agent to assist with renewals, changes/endorsements to policies, vacant spaces, business start dates.

• Present insurance information to President to ensure policy dates are monitored and timely bound.

• Audit insurance policies to ensure coverage agrees with what was presented.

Lease process duties-

• Work closely with team members and outside consultants to assist in the leasing process: (Letter of intent, lease signature, abstract prep, addendums, renewals, vacancies.)

• Assist with real estate tax work associated with the properties and land ownership such as maintaining agriculture exemption, checking property appraisers' sites as needed.

Corporate duties-

• Annual report filings verified, Sunbiz usage, partnership status file update and signatures updating, ownership by partnership/family reports.

• Equity ownership- Maintains the records of family ownership, facilitates making changes to records when there is a change in ownership.

Human resources duties-

• Work with outside consultant to maintain accurate and up-to-date human resources files, records and documentation while maintaining the integrity and confidentiality of all information.

• Track daily attendance, PTO, new hire, and contract labor on boarding.

• Act as a liaison with the external benefits providers and vendors, which may include health, disability, and retirement plan providers.

Office duties-

• Manages the physical office space including overseeing mail pick up, alarm system, postage, post office, etc.

• Maintain office files system for staff to access files and records; archive files/documents to send to offsite storage.

• Track accident claims against PMC or entities; track transaction and loan documents.

• Attend bi-weekly management meetings, assist executives with timeline information for important matters, coordinate transmittal of various information.

• Assist with planning and execution of special events such as benefit enrollment, organization wide meetings, employee recognition events, staff lunches and holiday parties.

Additional Skills & Qualifications:

• Preferred Four-Year bachelor's degree.

• Minimum 2 Year associate degree.

• 3 years minimum relevant work experience (substantive corporate and/paralegal experience).

• Computer skills to include advanced word processing and familiarity with other applications, e.g., PowerPoint, Excel, Word, K Copy.

• Ability to attend and process information quickly to transcribe information while taking down minutes during board meetings.

• Assisting with secretarial work from VP, keep up with renewals, as well as keeping up w/ monitor insurance changes.

• Compare documents/coordinating signatures.

• Sound judgment, use of discretion, ability to maintain strict confidentiality, and ability to maintain and reinforce the highest standards of ethical conduct.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email ~~~ (~~~) for other accommodation options.