What are the responsibilities and job description for the Office Manager position at Roots Recruiting & HR?
Position Summary
The Office Manager is responsible for coordinating daily office operations and supporting customer service, inside sales activities, and administrative functions of the business. This role ensures organized office systems, strong customer communication, and effective coordination of internal tasks and projects.
Working closely with leadership and the office team, the Office Manager helps maintain efficient workflow, supports customer relationships, and assists with marketing and operational initiatives that contribute to the company’s continued growth.
Core Responsibility Areas
Customer Service & Sales Support
- Serve as a primary contact for customer inquiries via phone and email.
- Maintain strong relationships with existing customers.
- Provide product information and respond to questions regarding orders and services.
- Assist with pricing, quotes, and proposals when needed.
- Conduct follow-up calls with customers and assist with maintaining ongoing client relationships.
- Track customer accounts and maintain accurate CRM records.
Office Operations
- Maintain an organized and professional office environment.
- Manage daily administrative activities and office workflow.
- Maintain organized digital and physical filing systems.
- Support leadership with scheduling, reporting, documentation, and general administrative coordination.
- Assist with internal communication and follow-up on office tasks.
Customer Account & Order Coordination
- Maintain accurate customer records and account files.
- Track customer orders and follow up on delayed shipments or missing information.
- Ensure customer accounts and documentation remain accurate and organized.
- Coordinate communication between customers, leadership, and internal team members as needed.
Workflow & Project Coordination
- Assist with tracking project timelines, tasks, and internal follow-ups.
- Maintain project or order tracking systems to support daily workflow.
- Help ensure projects and assigned tasks are followed through to completion.
- Support leadership in maintaining accountability and clear communication across office operations.
Systems & Administrative Support
- Maintain and update office systems and customer databases.
- Assist with administrative accounting support using QuickBooks or similar software.
- Generate reports and maintain spreadsheets using Microsoft Excel.
- Maintain CRM or customer management systems such as Salesforce.
Marketing & Business Support
- Assist with marketing initiatives including:
- Social media posting (Facebook and Instagram business accounts)
- Email marketing campaigns through MailChimp
- Customer surveys using SurveyMonkey
- Assist with marketing promotions and trade show preparation when needed.
Preferred Skills & Experience
Experience with the following tools or systems is beneficial:
- Microsoft Excel (advanced proficiency preferred)
- Outlook
- QuickBooks or accounting software
- CRM systems such as Salesforce
- Shopify or e-commerce platforms
- MailChimp
- SurveyMonkey
- Adobe Illustrator
- PowerPoint
- Social media business accounts
Additional helpful experience:
- Customer service or inside sales
- Marketing support
- Trade show coordination
- Project management tools
- Construction, building products, or trade-related industries
- Retail or phone sales experience
Qualifications
- Previous experience in office administration, customer service, or operations coordination preferred.
- Strong organizational and time-management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong customer service orientation and attention to detail.
What Success Looks Like in This Role
- Customers receive prompt and professional service.
- Customer records, systems, and documentation remain organized and accurate.
- Office operations run smoothly and efficiently.
- Projects and internal tasks are tracked and followed through consistently.
- Leadership receives reliable administrative and operational support.
Job Type: Full-time
Pay: From $22.00 per hour
Expected hours: 40 per week
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
Work Location: In person
Salary : $22