Thermal - Office Manager

Office Manager

Job Summary:

The Cordia San Diego team is seeking an Office Manager to provide all office management functions for the operations and maintenance of Energy Center San Diego. The San Diego Office Manager is responsible for general office management, purchasing, customer billing, vendor support, and accounting support. This position is based in downtown San Diego at the Energy Center San Diego district chilled water plant.

Principle Responsibilities/Key Results Areas:

• Purchasing and Vendor Support
  
  
  
  • Process POs and send to supplier for signature.
  • Manage PO payment terms and negotiate terms and conditions if needed with assistance from corporate procurement, legal and insurance
  • Track PO completion and ensure vendor invoice has been sent.
  • Ensure Item Receipts (IRs) are completed, and vendor invoices are processed.
  • Process and match invoices to POs, provide proper PO coding.
  • Maintain vendor qualifications and follow up as needed.
  • Serve as point of contact for vendor questions and requests.
  • Assist in requisitioning POs for management or corporate as necessary.
  
  
  
  
• Accounting Support
  
  
  
  • Verify cash applications.
  • Monitor and respond to accounting database inbox requests.
  • Code all Non-PO Invoices and forward to A/P.
  • Assist accounting and finance processes at end of month by providing data, figures, recording accruals, weather, sales, and other information to support business processes.
  • Process franchise fees, city taxes, permits, sales taxes and license fees.
  • Integrate data into company data systems as necessary.
  • Coordinate with plant personnel to collect accurate data, acting as single point of information for the larger organization and organization data in an effective manner.
  • Assist Plant Manager and General Manager in analysis of accounting data for purposes of identifying business trends, variances, and adjusting future budgets as necessary.
  • Track and analyze actuals vs. budget for financial reporting.
  
  
  
  
• Customer Support
  
  
  
  • Process monthly customer billing and distribute customer invoices.
  • Manage credit and collections activities such as aging and delinquent accounts.
  • Assist in customer on-boarding and off-boarding activities.
  • Collect/analyze customer data as requested.
  • Handle customer service calls and route as needed.
  • Support customer events and promotions locally, working with corporate sales and marketing.
  
  
  
  
• Office Management
  
  
  
  • Answer telephones, process daily mail, and perform document and record management activities.
  • Maintain office supplies, office equipment, office organization, office appearance, and building signage, interior and exterior.
  • Coordinate weekly office cleaning and uniform provider services.
  • Maintain plant vehicle information and ensure vehicle registrations are on-site and up to date.
  • Serve as point of contact for landlord, vendors, neighbors, etc.
  
  
  
  
• Human Resources and Payroll Support
  
  
  
  • Support employee onboarding.
  • Provide backup for timesheet and PTO entry.
  • Address payroll issues and other employee issues.
  
  
  
  
• General
  
  
  
  • Provide training on procurement, vendor qualification, customer billing, and capital expenditures processes when required.
  • Actively participate in safety trainings and bi-weekly and monthly meetings as required.
  • Coordinate plant events/volunteering.
  • Other duties as assigned.
  
  
  
  

Preferred Qualifications:

Experience & Education

• Bachelor's degree from an accredited college or university or equivalent work experience.
• Experience in serving several operations locations preferred.

Knowledge & Skills

• Demonstrable ability to network, communicate and build relationships internally and externally for both customers and suppliers
• Works independently and as a team member to complete required duties and fulfill reporting requirements.
• Uses technical and communication skills to solve problems and communicate issue resolutions.
• Ability to coordinate with others from across the organization and outside of formal lines of authority.
• Flexibility to work in fast-paced, environment with "hands-on" team player approach.
• Anticipates and accepts changes in the organization and adapts to meet the new requirements.
• Committed to making the workplace safe and environmentally sound.
• Superior listening, written and verbal presentation skills.
• Skilled in various software programs including Microsoft Suite (Excel, Word, Outlook, PowerPoint, and Teams), Concur, SharePoint, and NetSuite.

Working Conditions

• Working in a plant environment.
• Some overtime required as special projects arise.
• Must be capable of attending occasional out of the office meetings at different out-of-town locations.

• San Diego, CA, USA