Office Manager

Office Manager

We are seeking a highly organized and responsible Office Manager to oversee our organizations operations. In this role, you will need to juggle multiple projects simultaneously, necessitating time management, multitasking, and organizational skills. You should have a thorough knowledge of our products and service offerings, and prior administrative experience is a strong plus. On a daily basis, you will organize files, review bills and accounts payable, answer calls and respond to client questions, schedule appointments, process billing and process payroll. You will also ensure office supplies are stocked, ordering more when necessary. Your primary goal is to grow and keep office running smoothly. As head of our operations team, you collaborate with multiple team members, leaders, and stakeholders, participating wherever necessary to ensure smooth, efficient operations. Our ideal candidate has at least three years of administrative assistant or customer service roles and knows how to manage the different administrative needs of a busy office.

Office Managers Duties and Responsibilities

• Assist the Director of Operations with all tasks, including data entry, training, and scheduling

• Collaborate with any team or project as required, assisting with non-specialized tasks

• Proofread and correct reports, presentations, and client-facing materials

• Multitask across multiple projects, triaging as necessary to ensure success

• Close new leads, sales calls to grow the community we serve

• Market all services with every interaction

• Lead and oversee service delivery

• Create marketing communications and social media posts

• Manage scheduling, budgeting, and payroll

• Invoice Clients and follow up on payments

• Manage vendor accounts and accounts payable

• Schedule meetings and appointments; provide reminders to staff when important events are upcoming

• Respond to RFIs

• Process returns, cancellations and changes in services

• Sell new and prospective clients/customers

• Expected to grow customer base exponentially

• Maintain existing clients and relationships

• Organize and stock take inventory supplies and order more when needed

• Ensure that invoices are sent out and paid on time.

• Process claims and appeal denials timorously

• Manage all accounts and books

• File and report as required 

• Mange purchases and supportive needs 

• Manage contracts and price negotiations with vendors and service providers

• Provide general support to all who have a relationship with the business.

• Plan in-house or off-site activities such as conferences, events and celebrations

• Support clients, field and operations employees

• Be on call during closed hours

• Compile, analyze, document and take action to weekly reports of all staff

• Report all to director

• Collect, report and process all mail, email and telephonic correspondence

• Provide highest oversight and management of all operations. 

• Comply with company, local, state and fed requirements.

Office Manager Requirements and Qualifications

• High school diploma or GED certificate

• Bachelor's degree (preferred)

• 2 years of experience as an administrative assistant or in a related position

• Proficiency with common office productivity software, including Microsoft Excel

• Strong data entry skills and attention to detail

• Superb time-management and organizational skills

• Learn all current and new office systems.

• Excellent customer service experience. 

• Able to meet clients in person to fulfill services

• On call

Schedule 

9am to 5pm  

OnCall

Pay

$ 25-30 per Hour

Notes

This Position will start out as Part time 3months and will need to change to Full time after.

This position will require you to go out to clients homes, and meet with potential business prospects.