Office Manager

Customer Service

• The Office Manager is the primary person to answer the phone, strictly following the call answering scripts.
• Checks email daily and responds as required.
• Acts as the CSR/Scheduler booking work orders and maintaining the schedule.
• Adjusts the schedule as needed to accommodate job extensions and changes.
• Handles customer service issues as they arise.
• Writes thank you notes as a follow-up to each work order.
• Keeps a log and proactively addresses warranty calls.

Personnel

• Manages Craftsman/Apprentice time off requests and WebScheduler accommodations.
• Dispatches work orders at the end of each day.
• Pays payroll.
• Places Craftsman/Apprentice ads for employment.
• Conducts phone interviews with potential employees and participates in face-to-face interviews.
• Conducts new hire orientation.
• Maintains employee records.

Operations

• Solves operational problems as they happen.
• Receives and checks in all work invoices.
• Exports invoices to Quickbooks and applies payments.
• Posts all receipts to Quickbooks.
• Reconciles the company credit accounts monthly.
• A/P - Keeps track, bills & schedules payments or prints checks for Owner to sign.
• A/R – Prepares invoices, follow up letters and works to recover past due invoices.
• Credit card reconciliation.
• Filing.
• Makes sure office supplies and marketing supplies are ordered as needed.
• Prepares daily bank deposits.
• Enters marketing expense data into WebScheduler monthly.
• Assists with monthly staff meetings.

Marketing

• Face-to-Face networking (8-10 hours per week).
• Daily social media updates.
• Maintain Yodle/Centermark Dashboard.
• Provides marketing and sales support.

Job Requirements

• High school diploma or GED.
• 3-5 years of administrative assistant/scheduling experience.
• Comfortable with sales.
• Adaptive to technology.
• Strong customer service skills.
• Excellent office management skills.
• Great multitasking and prioritization skills.
• Exceptional communication skills.
• Sales and/or Marketing – a basic understanding of sales and marketing and the differences between the two, a plus.
• QuickBooks Online or other accounting knowledge, a plus.
• Customer-facing experience, a plus.