Multifaceted Office Manager

3 weeks ago

Gilbert, United States Cyclone Door Service LLC Full time

**Job position**: Office Manager

**Job Type**: Full-time

**Hourly**: $25 - $27 ($52k - $56k) based on experience

**Work environment**:Office, remote work is not available

**Work Location (no remote work option)**: Gilbert, 85233

**Communication methods used**:

- Phone
- Chat

**Benefits for Eligible Employees**
- Paid time off
- 6 paid holidays each year
- Medical, Dental

**Experience**:

- Office Management: 3 years required
- Customer Service: 3 years required (within related industry)
- Human Resources (recruitment, retention, creating policies): 3 years required
- Accounts Payable/Accounts Receivable: 2 years required
- Quickbooks: 2 years required
- Payroll (processing and managing): 2 years required
- Staff Development & Supervision: 2 years required
- Sales: 2 years required
- Construction: 2 years (preferred)
- Commercial Doors: 2 years (preferred)

**Shift**:

- 8-hour shift
- 40-50 Hours per week
- Day shift
- Overtime as needed
- On-Call as needed
- Weekends as needed

**Weekly day range**:

- Monday - Friday (some weekends and on call as needed)

**Requirements**:

- Must be proficient in Quickbooks.
- Must be proficient in Customer Service.
- Must be proficient in Sales.
- Must be proficient in Billing; Accounts Payable/Accounts Receivables
- Must model exceptional leadership qualities to develop & supervise staff.
- Must be proficient in creating and maintaining policies & procedures.
- Must be able to speak, read & write English proficiently.
- Must be able to type at least 40 words per minute.
- Enjoys wearing multiple hats as an individual and team player.
- Ability to work on multiple tasks simultaneously and meet deadlines.
- Proficient knowledge in Microsoft Office: Excel, Word, PowerPoint.
- Effective communicator orally & in writing.
- Critical thinker & problem solver that enjoys finding solutions to challenges.
- Ability to work in a fast paced environment with little to no supervision.
- Self-Motivated and able to prioritize tasks.
- Must be able to work under pressure while maintaining a professional attitude.
- Detail oriented with a determination to get things right the first time.
- Flexible with work schedule, has the ability to arrive early or stay late as needed.
- Must be willing to relocate to a larger office in another nearby city in the future.

**Office Manager Duties**:

- Responsible for the day-to-day operations of the office and off campus warehouse.
- Responsible for employees workflow, work quality and professional development.
- Primary point of contact for office maintenance, mail, supplies, equipment, etc.
- Manage contract and price negotiations with office vendors, service providers (e.g.: office equipment), office & warehouse lease renewal, insurance renewals for office, warehouse, vehicles.
- Manage office budget and all A/R, A/P timely and accurate reporting.
- Organize and maintain all filing systems: physical and electronic.
- Develop and implement company wide policies and procedures.
- Primary point of contact for written communication disseminated by the company to vendors, employees, customers.
- Learn and master all CSR duties such as taking a new service call, CSR software, Inputting a new customer, scheduling jobs, requesting quotes for parts, creating material lists, creating & sending estimates & proposals, taking credit card payments, pick tickets & daily workflow paperwork. In order to provide coverage when CSR is out.
- Primary administrative support staff to Owner, assisting with offsite warehouse administrative functions & H.R. duties for Door Technicians.
- Provide guidance and troubleshoot scheduling conflicts for jobs scheduled by CSRs.
- Directly report to upper management, owner.
- Communicate with upper management regarding CSR’s performance, report any employee issues or issues with any jobs, customers, vendors.
- Review proposals created by CSR’s to ensure expedient turn around time to customers.
- Make purchases with company credit card for parts, materials, office supplies.
- Ensure out going invoices are accurate and go out in a timely manner,
- Ensure incoming payments are received accurately and in a timely manner.
- Resolve any invoicing discrepancies.
- Primary point of contact for collections, ensure collection protocols are being followed: in person payments are scheduled, repossession of parts are scheduled, become well versed in pursing payments legally as needed.
- Responsible for accurate monthly, quarterly or annual reporting: Billing, Jobs, New Customer Procurement, etc.
- Must be able to deescalate irate customers with the goal of maintaining the customer’s business and finding an amiable solution.
- Work alongside upper management to develop & maintain a new customers procurement plan.
- Schedule and facilitate employee meetings with office staff and technicians 1-2 times per month.
- Verify and sign purchase orders.
- Register and manage compliance depot for various accounts.
- Processing lien waivers f

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