Office Manager

About the Role

The Office Manager plays a pivotal role in maintaining seamless operations by efficiently processing customer requests through various channels, ensuring accurate documentation for billing purposes, supervising office and customer service staff, implementing efficient work procedures, and fostering a collaborative and respectful work environment. This position entails overseeing scheduling software updates, coordinating with branch managers, and addressing complex issues while upholding company policies, promoting professionalism, and embracing technological advancements to facilitate successful outcomes. This will be a full-time position working 40hrs/week.

Key Responsibilities

• Process work requests from our customers' scheduling websites, emails, and phone calls
• Update work ticket statuses promptly
• Provide accurate documentation to accounting for billable work
• Efficiently route non-schedule related inquiries to the appropriate person or department
• Update project records in our scheduling software when project documents or purchase orders are submitted
• Coordinate with the Branch Managers to ensure the next days' work list and documentation is accurate and in order by the end of the day
• Supervise the work of office, administrative, or customer service employees to ensure adherence to quality standards, deadlines, and proper procedures, correcting errors or problems
• Provide employees with guidance in handling difficult or complex problems or in resolving escalated complaints or disputes
• Suggest and implement policies, procedures, and service standards in conjunction with administrative/supervisory staff to make work more efficient including processing of POs, work orders, tickets, and daily mail collection
• Discuss job performance problems with employees to identify causes and issues and to work on resolving problems
• Train or instruct employees in job duties or company policies or arrange for training to be provided
• Evaluate employees' job performance and compliance with regulations and recommend appropriate personnel action
• Interpret and communicate work procedures and company policies to staff
• Demonstrate the ability to pro-actively plan work and proceed with a task with limited instruction
• Willingly step up to take on new responsibilities or to help a co-worker complete a task
• Oversees ordering of office supplies; adheres to ordering schedule
• Communicates effectively, both verbally and in writing. Shares information and demonstrates ability to listen openly and empathetically to others
• Works collaboratively with fellow employees and others to achieve identified goals and objectives
• Supports that relationship between the company and its clients by demonstrating respectful, courteous, and cooperative behavior when interacting with clients, visitors, and other employees
• Contributes to a positive work environment by treating others with fairness and respect
• Comply with company policies and procedures
• Demonstrates functional aspects of job knowledge as listed on the job description
• Exhibits adequate skills as listed on the job description
• Maintains professionalism in compliance with agency standards
• Will maintain competency with technology related to job functions

Requirements

• Excellent, friendly, and effective communication skills
• Positive attitude with excitement for helping keep the branch teams organized and prepared
• Basic administrative assistant knowledge
• Multi-tasking
• Organized
• Punctual
• Ability to manage priorities and workflow in a high-volume company environment
• Must be able to read and write in English
• Bilingual a major plus
• Willing to undergo a pre-employment background and drug screen check
• High school diploma or the equivalent

Benefits

• Competitive Pay: Earn strong annual compensation with opportunities for bonuses and increases
• Paid Time Off: Enjoy 8 paid holidays and accrue additional PTO for a healthy work-life balance
• Cutting-Edge Technology: Work with the latest tools and technology in the field
• Professional Development: Access comprehensive training in electrical skills, customer-focused sales, and leadership development to support your career growth
• Comprehensive Benefits: Health, dental, and vision insurance, plus a 401(k) with company match