Office Manager

Job Summary

We are searching for a highly qualified Office manager to organize and coordinate administrative duties and office procedures. Your role is to create and maintain a pleasant, efficient work environment, ensuring high levels of organizational effectiveness, communication and safety. Office manager duties and responsibilities include scheduling jobs and meetings, managing client relations, improving processes and providing general administrative support to our employees.

Previous experience as an Office Manager would be an advantage. Some HR experience is also desired. The person in this role interacts daily with the GM, operations managers, and account managers in addition to his/her own direct reports. This person should be detail oriented, have strong communication & organizational skills, and be a dependable team player. This role will operate in a management driven function and should be an individual who enjoys working in a fast-paced, high growth environment.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

• Serve as the point person and provide oversight for our office staff. Their duties include client relations, A/P-A/R, HR, phone sales, scheduling, and general office duties.
• Organize and oversee the office workflow.
• Oversee and assist with call handling of incoming clients and leads.
• Provide insight and recommendations to both short-term and long-term changes to processes.
• Manage office General and Administrative budget, ensure accurate and timely reporting.
• Provide general support to clients.
• Address employees queries regarding office management issues (e.g. schedules, responsibilities, processes, and plans).
• Liaise with operations personnel, including operations managers, division managers, and account managers.
• Plan in-house or off-site activities, like parties, celebrations and conferences.
• Manage emails, phone calls and other forms of correspondence.
• Support bookkeeping and budgeting procedures for the company.
• Create and update databases and records for tracking information, personnel and other data.
• Prepare estimates for leads and clients.
• Assist in upsells, promotions, and other campaigns performed by the administrative team.
• Assist colleagues whenever there is an opportunity to do so.
• Assist, oversee, and develop IT systems and processes.

• Bachelor’s Degree in Finance, Accounting, Business, or similar required.
• Minimum of 2 years of Office management or similar role required.
• Strong interpersonal, oral and written communication skills.
• Familiarity with CRM software systems such as Service Autopilot.
• Knowledge of office administrator responsibilities, systems and procedures.
• Experience in service-based businesses, especially high growth situations.
• Excellent time management skills and ability to multitask, change gears quickly, and prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• Flexible work from home options available.