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Office Manager

1 month ago

Lakewood CO USA, United States Ace Handyman Services Full time
Job Title: Office Manager

Ace Handyman Services is seeking a highly organized and detail-oriented Office Manager to join our team. As a critical part of our management team, the Office Manager will play a pivotal role in ensuring we deliver exceptional customer service, quick follow-up, and efficient scheduling.

Key Responsibilities:
  • Answer all incoming calls and handle all customer inquiries
  • Systematically make all outbound calls to follow up with customers in coordination with the sales team, production team, paint crews, and color consultants
  • Responsible for scheduling estimates or projects, confirm availability of inventory, and place orders with supplies
  • Confirm that the correct materials and inventory for jobs scheduled
  • Contact customer and assigned contractors to confirm the scheduled time
  • Assist the production team with ordering and tracking material purchases for projects
  • Communicate with customers about their schedule, inquiries on job status, and address any complaints or problems with accurate accounting of these conversations and agreed-upon schedules by documenting all calls and activities into Service Titan
  • General admin tasks (i.e., update office supplies, filing, send thank-you notes, and general office duties)
  • Confirm that jobs are complete and final billing are accurate by processing invoices to customers, process vendor paperwork, and outbound calls to collect any Accounts Receivable
  • Maintain a conversion rate of 80%, review, and rate calls on a daily basis to improve performance
  • Any additional duties as requested by the team, with appropriate training
  • Make proactive decisions to improve and ensure an efficient workflow and smooth running of the business by communicating opportunities and updates as they arise
Essential Skills:
  • Customer service experience and strong communication skills
  • Strong organization and time management
  • Flexible and adaptable
  • Detail and safety-oriented
  • Excellent rapport building
  • Active listening
Qualifications:
  • 3+ years of experience in the painting industry, paint materials knowledge, and painting estimating software knowledge
  • Previous experience working as an Office Manager in the paint or construction industry preferred
  • Customer service: 3 years (Required)
  • Ability to legally work in the U.S.
  • Must be able to demonstrate your detail-oriented data entry skills
  • Proficiency with Microsoft Office 365
  • Bilingual in English/Spanish (Preferred)
  • ServiceTitan experience a plus
  • Active Driver's License, insurance, and clear driving record

Compensation: $25.00 per hour