The Office Manager is responsible for overseeing the daily operations of the office, managing customer service functions, and supporting company personnel and operations. This role involves a wide range of administrative and operational tasks, including handling customer inquiries, scheduling, payroll preparation, and marketing activities. The Office Manager acts as the primary contact for customer service until a Customer Service Representative (CSR) is hired and is also responsible for ensuring the smooth functioning of office procedures and processes.
Skills:
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Proficient in QuickBooks and Microsoft Office Suite (Word, Excel, Outlook).
Effective time management and problem-solving skills.
Strong customer service orientation.
Attention to detail and accuracy in record-keeping.
Ability to manage schedules and appointments efficiently.
Familiarity with social media platforms, particularly Facebook, for business updates.
Basic marketing skills, including experience with marketing tools and platforms.
Qualifications:
High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
2-3 years of experience in office management or a related field.
Experience in customer service or scheduling is highly desirable.
Familiarity with payroll preparation and employee management.
Experience with QuickBooks and financial reconciliation.
Previous experience in a marketing role is a plus.
Ability to handle confidential information with discretion.
Strong interpersonal skills with the ability to work effectively with a variety of stakeholders.
Customer Service
The Office Manager is the primary person to answer the phone, until a CSR is hired, strictly following the Call Blueprint & StratFix
Check email daily and respond in kind.
Acts as the CSR/Scheduler booking work orders and maintaining the schedule.
Adjust schedule as needed to accommodate job extensions.
Handles customer service issues as they arise.
Write thank you notes as a follow up to each work order.
11 Month Warranty Calls
Personnel
Manages Craftsman/Apprentice time off requests and WebScheduler accommodations.
Dispatch work orders at the end of each day.
Payroll preparation.
Place Craftsman/Apprentice ads for employment.
Conduct phone interviews with potential employees, then participate in face-to-face interviews.
Conduct new hire orientation.
Maintain employee records and communicate changes to PEO.
Operations
Solve operational problems as they happen.
Receives & checks in all work invoices.
Exports invoices to Quickbooks & apply payments.
Posts all receipts to Quickbooks.
Reconcile three company credit accounts monthly.
A/P - Keeps track bills & schedules payments or prints checks for Owner to sign.
A/R – Prepares invoices, follow up letters, and works with Green Flag Recovery for severely past due invoices. Authorizes & creates payment agreements on rare occasion necessary.
Credit card reconciliation.
Filing.
Monitor & order office supplies & marketing supplies as needed.
Prepare daily bank deposits.
Enter marketing expense data into WebScheduler monthly.
Assist with monthly staff meetings.
Marketing
Face-to-Face networking (8-10 hours per week)
Daily Facebook updates.
Maintain Yodle/Centermark Dashboard including:
Photo Upload
Offers Tool Management
Reviews Tool Management
Design quarterly existing customer marketing piece.