Office Manager

3 weeks ago

Boise, United States Boise Custom Windows and Doors Full time
Job DescriptionJob Description

Position Overview:

More than just an Office Manager Boise Custom Windows and Doors is the premier fast growing window and door company in the Treasure Valley and we are looking for a game changing office manager to join our team and help us further accelerate our growth.

If you are a game changing Office Manager who is smart, takes a high level of ownership and initiative and desires to grow your skills and get better every day, then we definitely need to talk.

Core Day to Day Job Responsibilities

  • Manage and execute all office and administrative tasks and follow procedures to ensure the office operates at maximum efficiency and effectiveness (phone calls, texts, individual and owner email management, scheduling)
  • Answer phones professionally and direct calls to appropriate team members
  • Manage calendars, schedule appointments, and assist with time management
  • Utilize and maximize QuickBooks for bookkeeping and financial reporting - including categorizing transactions, processing vendor payables, tracking and following up on accounts receivable and reconciling bank statements
  • Call all leads & schedule estimates (including Anderson leads)
  • Send estimates to customers on an as needed basis
  • For sold jobs, prepare customer contracts and ensure all contracts are signed by the appropriate parties. Ensure contracts are executed and stored in appropriate files
  • Build, manage and make appropriate adjustments to the daily, weekly and monthly installation schedule
  • Create, send and follow up for payments on customer invoices
  • Make daily/weekly bank deposits
  • Track the source of all new leads and new business
  • Maximize the use of technology in the business operations, including vendor technology, Google, QuickBooks and new technology solutions
  • Maintain installation and office supply inventories and place orders when necessary
  • Call current customers to advise them when technicians will be arriving on job sites and of necessary schedule changes
  • Monitor marketing activity, track results and serve as a backup to the owners as needed
  • Document all processes initially and all subsequent changes
  • Make outbound follow up calls to customers and prospects
  • Manage and execute all human resource tasks including, but not limited to: Job posting, screening calls, onboarding new team members, benefits administration, employment agreements, offboarding and more
  • Review installer daily job time allocations
  • Process weekly payroll for company employees
    • Daily check employees’ time for correct job allocation, completion & accuracy.
    • Keep employee records / information updated.
  • Email or mail all customers thank you cards and warranty letters, and email or mail signed contracts when requested.
  • Review all payables with Owner.
  • Write checks for all payables from billing Inbox invoices & mail.
    • Record all checks under applicable accounts in QuickBooks.
    • Put in envelopes, stamp & mail.
  • Log into various accounts online monthly & pay invoices.
  • Gather, Calculate & record quarterly workers comp payroll totals online.
  • Complete all other assigned tasks

Experience:

The ideal candidate will have the following experiences and qualities:

  • Four- Year college degree is a plus but not required
  • Proven experience in office management or a similar role
  • Proficiency in QuickBooks is a plus, but not required
  • Proficient in the Google Office Suite - Microsoft Office Suite experience is a plus
  • Experience running an office in the trades or home services business space is a plus but not required
  • Experience managing inventory and handling logistics is a plus
  • Strong organizational skills with the ability to prioritize tasks effectively
  • Proven ability to operate with a high degree of integrity and professionalism
  • Execute your daily work with focus, decisiveness and efficiency
  • Demonstrate strong critical thinking and problem solving skills
  • Strong affinity for process improvement
  • Excellent customer service and interpersonal skills
  • Partner with the owner and team in a collaborative and productive manner

This position offers a competitive salary, opportunities for professional development, and a supportive work environment. If you meet the qualifications above and are ready to join a committed and high functioning team in the role of Office Manager, we would love for you to apply and look forward to meeting you.

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