Office Assistant

Oakley Fence Company

Office Assistant / Office Coordinator

Position Summary

Oakley Fence Company is seeking an organized, professional, and detail-oriented Office Assistant to manage incoming calls, customer communication, scheduling, and office administration.

This position serves as the first point of contact for customers and plays a critical role in qualifying leads, supporting sales staff, coordinating schedules, and maintaining office operations.

Required Qualifications

Communication Skills

• Professional phone etiquette
• Ability to confidently direct conversations
• Ability to gather accurate customer information
• Comfortable saying “no” when company policies require it
• Excellent verbal and written communication

Organization Skills

• Strong attention to detail
• Ability to manage multiple tasks simultaneously
• Ability to prioritize competing demands
• Ability to follow systems and procedures consistently

Technology Skills

• Experience with QuickBooks Online preferred
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Email management
• Calendar management

Customer Service Skills

• Comfortable working with walk-in customers
• Able to handle multiple phone lines
• Able to remain calm under pressure
• Professional conflict resolution skills

Daily Responsibilities

Customer Intake

• Answer incoming phone calls
• Collect customer information
• Qualify residential and commercial leads
• Identify repairs versus new fence projects
• Route commercial opportunities to management
• Schedule estimates when appropriate

Scheduling & Coordination

• Maintain sales calendars
• Coordinate estimator schedules
• Schedule appointments
• Track customer follow-up needs
• Communicate schedule changes

Office Administration

• Process vendor invoices
• Enter bills into QuickBooks Online
• Assist with accounts payable
• Maintain customer records
• File and organize documents
• Support payroll and administrative functions

Walk-In Customers

• Greet customers professionally
• Explain company services
• Explain company policies
• Inform customers that Oakley Fence is an installation company and does not offer retail sales

Preferred Experience

• Construction office experience
• Fence industry knowledge
• QuickBooks Online experience
• Dispatching or scheduling experience
• Service-industry office experience
• Multi-line phone system experience

Success Looks Like

A successful candidate will:

• Keep the office organized
• Protect salesperson time by properly qualifying leads
• Follow company systems consistently
• Communicate professionally with customers
• Manage multiple schedules efficiently
• Support the Oakley Fence team with a positive attitude and strong attention to detail

Important Company Policy

Oakley Fence Company specializes in fence installation and replacement.

We do not sell retail fence materials, loose posts, pickets, gates, or hardware.

The Office Assistant must be comfortable communicating company policies clearly and professionally.

Pay: $20.00 - $25.00 per hour

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $20 - $25