Office Manager

About the role

The Office Manager provides customer service to internal and external customers, handles front-desk duties, supports billing/accounting communications, assists HR with payroll and new-hire materials, processes certificates of insurance and mail, orders supplies, and performs collection duties as assigned.

Responsibilities

• Welcome and greet all visitors; determine needs and direct to the correct departments or personnel.
• Distribute faxes and manage incoming/outgoing mail (ground mail, UPS pickups, and distribution).
• Work with Billing, Accounting, and front-end Administration to communicate COD accounts, on-hold accounts, and other pertinent information to internal teams and field personnel.
• Assist Human Resources with onsite protocol, including timely payroll submission and communication of errors; prepare new-hire materials; return copies of HR documentation after orientation.
• Act as the local subject-matter expert for assigned organization systems and assist team members with functionality.
• Process Certificates of Insurance (COI) and additional insured requests per company policies and procedures.
• Track and order office supplies, routing requests to Corporate for approval and processing as appropriate.
• Process customer payments and perform collection responsibilities as assigned.
• Maintain office cleanliness.

Scheduling Responsibilities

• Process daily open work order reports and coordinate technicians’ schedules to maximize full shifts.
• Manage the master schedule, including all technicians’ schedules and work orders, for immediate review by direct supervisor and leadership.
• Leverage future scheduling with Accounts Receivable concerns regarding past-due accounts.
• Resolve scheduling conflicts by verifying and/or updating account details as needed.

Qualifications

• High school diploma or GED (or equivalent experience); required.
• Associates or bachelor’s degree in business management; preferred.
• 4 years of customer service experience; required.
• 4 years of professional computer skills including typing 45 WPM and intermediate ability in Microsoft Word, Excel, and Outlook; required.
• 2 years of scheduling experience; preferred.
• 2 years of supervisory experience; required.
• Sage or similar ERP experience; preferred.
• Ability to read, write, and communicate effectively in English with employees, customers, and leadership.
• Valid driver’s license with an acceptable driving record.
• Ability to comply with the company’s Drug and Alcohol policy and background screening requirements.

Physical & Work Environment Requirements

• Employee will sit and stand for long periods; may occasionally drive, bend, kneel, balance, lift items under 20 lbs, walk, ascend/descend stairs, reach above and below shoulders, stoop, and twist.
• Work environment includes indoor office or remote settings, working alone and with others, with frequent travel requirements.
• Occasional use of appropriate personal protective equipment per company safety policies.