Office Manager

Responsibilities:

• Greeting customers & vendors coming into the office, directing them to the right person to speak with.
• Answer calls coming in to the "General Calls" line and directing them to the correct person.
• Create and maintain filing systems, both electronic and physical.
• Keep Timecards & other field forms printed and available to Field Staff.
• Invoicing: Invoice customers based on job cards, proposals, timecards & purchase orders. Review, comprehend & correct information from Field Staff for invoicing. Send out promotional material with invoices.
• Follow Up Calls: Follow up calls and/or emails to customers asking if they received the invoice and payment status. This will require obtaining correct contact information (especially for businesses) and making sure the correct contact info is in office management software. Maintain a Follow Up Log & communicate with Finance Manager and General Manager about status of payments or issues brought to your attention by customers.
• Purchase Order & Vendor Tag Processing: Processing tags that come in from vendors, matching them to purchase orders, correcting prices & information listed on purchase orders.
• Cash disbursements to vendors, via checks, ACH and Wire.
• Reconcile client payments and Completing Over the Counter sales when directed, as well as managing bank deposits as needed.
• File paid and unpaid invoices and statements. Organizes and matches returns paperwork.

• Pricing & Parts Updates in office management software.

• Assist personnel with any tasks conducted within the Accounting & Sales department as needed.
• Help schedule and coordinate staff and other meetings.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Write and edit documents from letters to reports and instructional documents.
• Office supply stock and order as needed.
• Other small & large projects that utilize organizational skills.
• Checking & distributing mail.
• Other duties may be assigned as needed.

Required Skills/Abilities:

• Excellent team player with good interpersonal, customer service and sales skills.
• Must be able to adapt to new work environments and social situations.
• Ability to function and work well in a fast-paced and at times stressful environment.
• Receives customers with enthusiasm and tact.
• Ability to develop and build good relationships with customers, peers and management.
• Excellent verbal and written communication skills.
• Proficient organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• 3 years of experience in a Mechanical, Electrical, or Plumbing environment
• 4 years of experience with QuickBooks
• Problem assessment and problem-solving skills.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High School Diploma or equivalent required.
• 1-3 years of clerical or administrative support experience essential.
• Has the ability to work independently & resourcefully within a variable environment.

• Is willing to ask when in need of direction, but willing to take the reins on projects.