Job Description

Bering Straits Native Corporation is seeking an experienced and organized Office Manager to oversee administrative and financial operations for an equipment rental company. The Office Manager is responsible for supervising office staff, coordinating accounting activities, ensuring accurate billing and collections, and supporting leadership with timely financial information.

This position supervises the Clerk and works closely with the Equipment Manager to ensure efficient financial management, compliance, and excellent customer service.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

Accounting & Financial Administration

• Oversee daily accounting functions including accounts payable, accounts receivable, journal entries, and bank reconciliations.
• Review and approve rental billing prepared by Clerk; ensure billing accuracy and timeliness.
• Manage collections and monitor accounts receivable aging.
• Approve vendor invoices, purchase orders, and expense reports prior to payment.
• Reconcile and review monthly financial activity; prepare reports for management and parent company finance leadership.
• Coordinate with parent corporation for monthly close, quarterly reporting, and annual tax preparation.
• Maintain and track fixed assets, depreciation schedules, and capital purchases.
• Support budgeting and cash flow monitoring.

Payroll Administration (Outsourced Processing)

• Oversee timekeeping and ensure accuracy of employee hours and GL coding.
• Review and approve timesheets prior to submission to outsourced payroll processor.
• Prepare payroll adjustments, new hire information, and termination details for payroll processing.
• Review payroll reports and confirm accuracy before final approval and distribution.
• Review journal entry to record payroll transactions.
• Maintain payroll and personnel records in compliance with company policy and confidentiality standards.

Human Resources Administration

• Serve as the onsite HR point of contact for employees and management.
• Coordinate closely with the Parent Company HR Team on policy interpretation, compliance, and employee matters.
• Manage the onboarding process including processing new hire paperwork, I-9 verification, orientation scheduling, badge/equipment issuance, and system setup requests.
• Maintain employee personnel files and ensure required documentation is up to date.
• Coordinate recruitment activities such as posting job openings, scheduling interviews, and communicating with candidates.
• Assist with benefits enrollment, open enrollment coordination, and employee changes.
• Track employee certifications, DOT requirements (if applicable), and training records.
• Support performance review processes, corrective actions, and employee relations matters in collaboration with HR.
• Administer PTO and leave tracking (FMLA, personal leave, etc.) according to corporate policy.
• Ensure compliance with labor laws, safety policies, and company procedures.
• Support reporting for workers’ compensation, incident documentation, and return-to-work coordination.

Administrative & Operational Support

• Supervise Accounting Clerk and oversee general office operations.
• Maintain organized digital and paper records for rental contracts, equipment files, and financial documents.
• Ensure compliance with company policies, procedures, and reporting standards.
• Provide administrative support to management, including scheduling and reporting.
• Assist in developing and implementing office procedures to increase efficiency.

Customer & Vendor Relations

• Coordinate customer account setup, rental agreements, and credit applications.
• Communicate with customers regarding billing, payments, and account questions.
• Work with vendors to maintain positive relationships and resolve payment or invoice discrepancies.

QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required (Minimum Necessary) Qualifications

• Bachelor’s degree in Business Administration, Accounting, or related field; or equivalent experience.
• Minimum 4–6 years of office management, accounting, and HR experience.
• Experience supervising administrative or accounting staff.
• Strong knowledge of billing, payroll, HR processes, and general accounting.
• Proficiency with accounting and rental management software (QuickBooks, Sage Intacct, or similar).

Preferred

• Familiarity with construction or equipment rental operations.

Knowledge, Skills, Abilities, and Other Characteristics

· Strong leadership and team supervision skills.

· Excellent organizational and time management abilities.

· High attention to detail and accuracy in financial work.

· Strong verbal and written communication skills.

· Ability to prioritize and handle multiple tasks in a fast-paced environment.

· Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

NECESSARY PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, walking, sitting, or standing for prolonged periods of time.

DOT COVERED/SAFETY-SENSITIVE ROLE REQUIREMENTS

· This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job.

· Work is performed in an office setting with occasional visits to shop or yard operations. Moderate noise level typical of an office environment with occasional exposure to equipment yard activity.

SUPERVISORY RESPONSIBILITIES

· Directly supervises Clerk.

ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.

Shareholder Preference

BSNC gives hiring, promotion, training, and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer.All applicants will receive consideration for employment without regard to any status protected by state or federal law, or any other basis prohibited by law.