Administrative Operations Coordinator

2 weeks ago

Mission Viejo, California, United States Budget Blinds of TustinMission ViejoCoto de Caza Full time
Job Overview

Compensation: $24-$30 per Hour + Bonuses

Established in 1992, Budget Blinds is recognized as the leading provider of customized window treatments across North America. We are seeking a skilled Office Manager to oversee and streamline the daily functions of our office. This role encompasses a variety of responsibilities including managing window treatment orders, coordinating in-home and virtual consultations, liaising with vendors, tracking shipments, scheduling installation appointments, processing invoices, performing data entry, handling phone inquiries, and supporting the sales team.

The ideal candidate will possess strong organizational skills, exceptional communication abilities, a keen eye for detail, and the capacity to work independently while prioritizing multiple tasks and projects. Proficiency in computer applications, particularly Microsoft Office and file management systems, is essential.

Benefits and Perks
  • Comprehensive Training
  • Opportunities for Career Growth
  • Flexible Work Hours
  • Potential for Earning Bonuses
  • Provided Communication Tools
  • Paid Holidays
Key Responsibilities
  • Organize and manage all office documentation
  • Respond to incoming calls in a timely and professional manner, delivering outstanding customer service and addressing inquiries
  • Implement established procedures to minimize errors and maintain office organization
  • Utilize office software effectively to:
    • Schedule appointments
    • Review product orders
    • Support data entry tasks
    • Process customer payments and distribute review links
    • Track repair activities using Excel and discuss with management
    • Accurately input customer details, product preferences, and sales information into the CRM system
    • Communicate with team members via email and text
  • Oversee product delivery and installation, including receiving and organizing items for installation
  • Create documentation to monitor new orders and repairs entering the warehouse
  • Follow up with suppliers, customers, and colleagues regarding any issues or inquiries
  • Coordinate and schedule repair appointments and troubleshooting sessions with customers, reviewing past orders and placing repair orders with vendors
  • Monitor product status and arrange freight appointments
  • Engage with walk-in customers to assess their window covering needs and schedule sales appointments
  • Collaborate with the external sales team, providing necessary support in scheduling, preparing sales materials, and conducting follow-up communications
Qualifications
  • Minimum of 2 years in customer service or office management preferred
  • High proficiency in MS Office Suite, especially Excel and Outlook, as well as Quickbooks
  • Thorough understanding of office management practices
  • Strong organizational and time management skills
  • Analytical skills with a problem-solving mindset
  • Excellent written and verbal communication abilities
  • Familiarity with customer management systems, including app-based communication platforms, Dropbox, and CRM
  • Ability to lift boxes weighing up to 50 lbs
  • Self-motivated and capable of working independently as well as collaboratively
  • Friendly and courteous demeanor with all individuals
  • Strong communication skills are essential for interacting with all levels of staff and clients
  • Punctual and reliable
  • Must pass a drug screening and background check
  • Experience in the window coverings industry is advantageous
  • Knowledge of social media and marketing management is a plus

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