Job position: Office Manager

Job Type: Full-time

Hourly: $25 - $27 ($52k - $56k) based on experience

Work environment: Office, remote work is not available

Work Location (no remote work option): Gilbert, 85233

Communication methods used:

• Email
• Phone
• Chat

Benefits for Eligible Employees

• Paid time off
• 6 paid holidays each year
• Medical, Dental

Experience:

• Office Management: 3 years required
• Customer Service: 3 years required (within related industry)
• Human Resources (recruitment, retention, creating policies): 3 years required
• Accounts Payable/Accounts Receivable: 2 years required
• Quickbooks: 2 years required
• Payroll (processing and managing): 2 years required
• Staff Development & Supervision: 2 years required
• Sales: 2 years required
• Construction: 2 years (Preferred)
• Commercial Doors: 2 years (Preferred)

Shift:

• 8-hour shift
• 40-50 Hours per week
• Day shift
• Overtime as needed
• On-Call as needed
• Weekends as needed

Weekly day range:

• Monday – Friday (some weekends and on call as needed)

Requirements

· Must be proficient in Quickbooks.

· Must be proficient in Customer Service.

· Must be proficient in Sales.

· Must be proficient in Billing; Accounts Payable/Accounts Receivables

· Must model exceptional leadership qualities to develop & supervise staff.

· Must be proficient in creating and maintaining policies & procedures.

· Must be able to speak, read & write English proficiently.

· Must be able to type at least 40 words per minute.

· Enjoys wearing multiple hats as an individual and team player.

· Ability to work on multiple tasks simultaneously and meet deadlines.

· Proficient knowledge in Microsoft Office: Excel, Word, PowerPoint.

· Effective communicator orally & in writing.

· Critical thinker & problem solver that enjoys finding solutions to challenges.

· Ability to work in a fast paced environment with little to no supervision.

· Self-Motivated and able to prioritize tasks.

· Must be able to work under pressure while maintaining a professional attitude.

· Detail oriented with a determination to get things right the first time.

· Flexible with work schedule, has the ability to arrive early or stay late as needed.

· Must be willing to relocate to a larger office in another nearby city in the future.

Office Manager Duties:

· Responsible for the day-to-day operations of the office and off campus warehouse.

· Responsible for employees workflow, work quality and professional development.

· Primary point of contact for office maintenance, mail, supplies, equipment, etc.

· Manage contract and price negotiations with office vendors, service providers (e.g.: office equipment), office & warehouse lease renewal, insurance renewals for office, warehouse, vehicles.

· Manage office budget and all A/R, A/P timely and accurate reporting.

· Organize and maintain all filing systems: physical and electronic.

· Develop and implement company wide policies and procedures.

· Primary point of contact for written communication disseminated by the company to vendors, employees, customers.

· Learn and master all CSR duties such as taking a new service call, CSR software, Inputting a new customer, scheduling jobs, requesting quotes for parts, creating material lists, creating & sending estimates & proposals, taking credit card payments, pick tickets & daily workflow paperwork. In order to provide coverage when CSR is out.

· Primary administrative support staff to Owner, assisting with offsite warehouse administrative functions & H.R. duties for Door Technicians.

· Provide guidance and troubleshoot scheduling conflicts for jobs scheduled by CSRs.

· Directly report to upper management, owner.

· Communicate with upper management regarding CSR’s performance, report any employee issues or issues with any jobs, customers, vendors.

· Review proposals created by CSR’s to ensure expedient turn around time to customers.

· Make purchases with company credit card for parts, materials, office supplies.

· Ensure out going invoices are accurate and go out in a timely manner,

· Ensure incoming payments are received accurately and in a timely manner.

· Resolve any invoicing discrepancies.

· Primary point of contact for collections, ensure collection protocols are being followed: in person payments are scheduled, repossession of parts are scheduled, become well versed in pursing payments legally as needed.

· Responsible for accurate monthly, quarterly or annual reporting: Billing, Jobs, New Customer Procurement, etc.

· Must be able to deescalate irate customers with the goal of maintaining the customer’s business and finding an amiable solution.

· Work alongside upper management to develop & maintain a new customers procurement plan.

· Schedule and facilitate employee meetings with office staff and technicians 1-2 times per month.

· Complete credit applications to apply for terms with new vendors.

· Verify and sign purchase orders.

· Register and manage compliance depot for various accounts.

· Processing lien waivers for bids / new construction projects (will be taught how to).

· Overseeing all sub-contracted work is being performed accordingly to the agreement / quote, collect subcontractors W-9 and Certificate of Insurance (COI) naming Cyclone Door Service as additionally insured. Pay sub-contractors after job is complete: pictures of completed work are received and customer satisfaction verification.

· Oversee assigned accounts that are VIP or exclusively handled by upper management or representative.

· Plan, schedule & coordinate customer and employee appreciation luncheons and/or gifts.

· Report any issues with the office suite to upper management/owner and contact vendor (s) as needed (e.g.: plumber, electrician, internet, phone company).

H.R. Specific Duties:

· Demonstrate proficiency in Human Resources;: employees rights, Federal & State laws.

· Recruit, Hire, Onboard, Train, create Improvement Plans/Disciplinary Actions, Terminate employees.

· Primary point of contact for maintaining all employee files up to date and in compliance with State & Federal requirements.

· Demonstrate proficiency in creating and implementing company wide policies and procedures.

· Become the subject matter expert in benefits offered by the company to assist employees with questions or changes.

· Update, maintain or create new hire paperwork, new hire onboarding or off boarding procedures.

· Primary point person for terminations, resignations, processing final checks, retrieval of company equipment, vehicles, keys, uniforms, etc.

· Primary point of contact for annual reviews.

· Primary point of contact for Request for Time Off.

· Primary point of contact for Payroll: create, update & maintain payroll procedures, manage timesheet submittals, process payroll, maintain payroll systems up to date and in compliance.

· Responsible for accurate monthly, quarterly or annual reporting.

· Must be capable of handling difficult conversations with employees, subcontractors and vendors including addressing any mistakes or issues with professionalism and tact.

· These duties are not all encompassing and can grow to include additional H.R. duties as assigned.

Language:

• English (Required)

Ability to Commute to In-Person Work Location:

• Gilbert, Az 85233

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• On call
• Overtime
• Weekends as needed

Experience:

• Microsoft Office: 3 years (Required)
• Administrative experience: 3 years (Required)

Ability to Commute:

• Gilbert, AZ 85233 (Preferred)

Ability to Relocate:

• Gilbert, AZ 85233: Relocate before starting work (Preferred)

Work Location: In person