Office Manager- Client Support Manager

Description

office manager oversees daily office operations to ensure smooth, efficient functioning by managing administrative staff, coordinating meetings and events, ordering supplies, overseeing budgets, and supporting employees with administrative tasks. Key responsibilities include establishing office procedures, managing facilities, handling correspondence and vendor relations, and ensuring a positive work environment. Essential skills for this role include strong organizational, communication, and problem-solving abilities. 

Key Performance Indicator 1:    Ensure Salesforce is kept up to date and accurate with any changes that are needed.

Objective 1A: Complete all data entry and changes and ensure proper tracking.

• Complete all requested tasks in Salesforce daily
• Ensure that contact information for people in Salesforce is as accurate as possible.
• Assist GM with the renewal process every month as needed

Objective 1B:    Ensure accuracy of rolling volume is maintained.

• Track all close wons, cancellations, changes on the Sales Report

Objective 1C: Work order management

• Bill work orders daily.
• Ensure Data Table 2 is up to date daily and inform GM of any problem sites.
• Ensure that billing information is correct for each WO before it is pushed through to NetSuite.  
• Run non-return service ticket list on Tuesdays and Fridays and send to the managers.
• Ensure that WO’s are turned in as soon as each job is complete.

Key Performance Indicator 2: Assist in contract execution and tracking.

Objective 1A:    Oversee administrative portion of contract execution.

• Review incoming contracts for clients to ensure they match what is in Salesforce.
• Request certificates of insurance as required by customer.
• Send contract to GM for execution.
• Create and maintain a tracking spreadsheet for all contracts returned.
• Ensure that the executed contract is returned to Valcourt in a timely manner, reaching out to clients on a regular cadence until we get them back.
• Ensure that all contracts are filed properly in the building folders and on the opportunity in Salesforce.

Key Performance Indicator 3: Job scheduling assistance

Objective 1A: Assist the scheduling manager with portions of the weekly schedule as needed.

• Schedule WO’s and communicate with clients as needed for portions of the schedule that you are responsible for.
• Maintain and update the entire schedule when the Scheduling Manager is out of the office

Key Performance Indicator 4:   Build and sustain an environment that provides support to the operations, sales, and compliance departments and work to create and maintain a team atmosphere in the office to help the company grow and reach its goals each year.

Objective 1A:    Maintain office systems and functionality of the company.

• Answer all incoming calls in a courteous and professional manner, assess the caller’s needs and direct them to the appropriate person.
• Order office supplies when necessary.
• Responsible for upkeep of all office equipment, ensuring that they are running effectively and troubleshooting problems when necessary, sometimes coordinating with IT Director.
• Create and maintain tracking spreadsheets for both franchise auto insurance policies, GPS systems and worker’s compensation policies.
• Alert General Manager and others when needed of any upcoming expirations of franchise policies.
• Create and maintain a tracking system for all Valcourt resell items to the franchises

Objective 1B:    Provide assistance and support to the General Manager.

• Provide organization and planning for any company events, meals, and special visits.
• Work in conjunction with the operations team to plan the holiday party.
• Be the main point of contact for all service providers that the office needs.

Qualifications