Office Manager

4 weeks ago

West Unity, United States Clearwater Systems Full time
Customer Impact:

Oversees administrative operations, maintains office procedures, and handles day-to-day operations. Is the central point of contact and maintains a productive work environment. Fosters collaboration and ensures efficient workflow throughout the organization. Provides outstanding customer service for all internal and external customers.

Responsibilities and Duties:
  • Maintains service and installation calendar for the service center.
  • Supports the service, delivery, and warehouse team members.
  • Coordinates with A/R to maintain proper billing procedures for customers.
  • Provides timely and accurate support to customers.
  • Handles customer complaints and issues; takes ownership and follows them through to resolution.
  • Examines current processes and industry trends for continual improvement and proposes new processes to meet changing needs.
  • Communicates regularly with local manager to provide feedback on trends, issues, or concerns.
  • Creates a welcoming environment for customers purchasing vended water, salt, filters, and other related products.
  • Assists customers with inquiries on water treatment equipment and schedules sales appointments for Water Specialists.
  • Processes customer orders/changes/returns according to established department policies and procedures.
  • Partners with Accounts Receivable to contact past-due accounts for payment, sends out late notices, and demonstrates professionalism and empathy when dealing with customers who may be experiencing financial difficulties.
  • Oversees and coordinates administrative activities, including managing office supplies, facilities, and office equipment.
  • Partners with the sales and service team to meet and exceed customer's expectations.
  • Maintains and organizes records, files, and documents, both in physical and digital formats, ensuring accuracy and confidentiality.
  • Implements and manages office software, tools, and systems to enhance efficiency. Assists in training new associates on office technology.
  • Maintains a safe and clean work environment and ensures emergency readiness.
Competencies:
  • Communication Skills: Strong verbal and written communication skills to interact with associates, customers, and stakeholders, including active listening, clear articulation, and effective correspondence.
  • Organization and Time Management: Efficiently manages multiple tasks, sets priorities, and ensures deadlines are met while maintaining a well-organized office environment.
  • Problem-Solving and Decision-Making: Identify and analyze problems, develop creative solutions, make sound decisions, and implement effective strategies.
  • Adaptability and Flexibility: Open to change, adapts to new situations, and adjusts plans and processes as needed in a dynamic work environment.
  • Attention to Detail: Pays close attention to detail in tasks, records, and documentation to ensure accuracy and quality.
  • Customer Service Orientation: Demonstrates a strong customer service mindset, understands and meets the needs of internal and external stakeholders, and resolves issues in a professional and timely manner.
Skills and Qualifications:
  • Education/Experience: High school diploma or general education degree (GED); or three to five years related experience and/or training; or equivalent combination of education and experience.
  • Technology Proficiency: Proficient in using office software, tools, and systems to enhance productivity and efficiency, including word processing, spreadsheets, email, and collaboration platforms.
  • Solid understanding of customer service principles and best practices.
  • Demonstrated communication, problem-solving, and analytical skills.
Work Environment:
  • Works primarily in a climate-controlled office setting.
  • Regularly interacts with retail/plant/warehouse/operations areas.
  • Will handle difficult customer interactions or customer complaints.
  • Work is fast-paced and demanding, requiring the ability to multitask and manage multiple priorities simultaneously.
  • May involve collaboration with cross-functional teams and regular communication with upper management.
  • Regular trips to the company's bank and occasional trips to purchase supplies.
Physical Requirements:
  • Works at a standard desk, using a telephone, computer, keyboard, and mouse for extended periods of time.
  • Assists customers in a retail setting, operating POS system.
  • Regularly lifts up to 50 pounds to assist customers with loading products.
  • Will travel to company's bank & supply stores, conducting business inside these locations.

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