Office Manager

8 months ago

Saanichton, Canada Pacific Fireplaces - Heating & Cooling Full time

Pacific Fireplaces is the island's premier fireplace & Heat pump store. We are locally owned and family operated since 1999, specializing in the installation and maintenance of gas, wood, electric fireplaces & ductless heat pumps. We are a well-established company looking for long-term employees to grow and advance within the company.

We currently have one opening for the position of Dispatcher / Front Desk. This is a full-time position with some seasonal considerations.

**Duties for this role will include but are not limited to**:

- **Oversee Office Operations**: Manage day-to-day operations of the office, ensuring smooth functioning and efficiency.
- **Administrative Support**: Provide administrative support to all departments within the company, including scheduling appointments, managing correspondence, and handling inquiries.
- **Customer Service**: Handle customer inquiries, complaints, and service requests in a professional and timely manner, ensuring customer satisfaction.
- **Accounting and Bookkeeping**: Verify accurate financials & records in software prior to approval to send to accounting software.
- **Vendor Management**: Coordinate with vendors and suppliers to ensure timely delivery of goods and services, negotiate contracts, and manage vendor relationships.
- **Inventory Management**: Oversee inventory levels of office supplies, equipment, and parts, and place orders as needed to ensure adequate stock levels.
- **Sales Support**: Provide administrative support to the sales team, including preparing quotes, proposals, and sales contracts, and assisting with order processing.
- **Customer Relationship Management**: Assist in maintaining customer relationships, including following up on inquiries, resolving issues, and ensuring customer satisfaction.
- **Customer Follow-Up**: Follow up with customers after sales transactions to ensure satisfaction, gather feedback, and identify opportunities for upselling or cross-selling, and brand/process improvements.
- **Sales Strategy Support**: Assist in developing sales strategies and tactics to achieve company sales targets and objectives, and participate in sales meetings and strategy sessions.

**Requirements and Qualifications**:

- **Education**: A bachelor's degree in business administration, management, marketing, or a related field or relevant work experience.
- **Experience**:

- Prior experience in office management, administrative support, and sales coordination is essential.
- Experience in the HVAC industry or a similar field is highly beneficial, as it provides familiarity with industry-specific terminology, processes, and customer needs.
- **Sales Skills**:

- Strong sales skills, including the ability to generate leads, negotiate contracts, and close deals.
- Excellent communication and interpersonal skills to interact effectively with customers, sales team members, and other stakeholders.
- **Administrative Skills**:

- Proficiency in office management tasks such as scheduling, record-keeping, and inventory management.
- Strong organizational skills and attention to detail to manage multiple tasks and priorities effectively.
- **Customer Service Orientation**:

- A customer-centric approach with a focus on providing exceptional service and building long-term relationships with customers.
- Ability to address customer inquiries, concerns, and complaints in a professional and timely manner.
- **Technical Knowledge**:

- Familiarity with HVAC systems, equipment, and terminology is advantageous for effectively supporting sales efforts and addressing customer questions.
- Basic understanding of sales tools and technologies, such as customer relationship management (CRM) software, is beneficial.
- **Team Management Skills**:

- Ability to collaborate with and support sales team members, providing guidance, training, and assistance as needed.
- Leadership qualities to motivate and inspire team members to achieve sales targets and deliver excellent service.
- **Analytical Skills**:

- Ability to analyze sales data, market trends, and customer feedback to identify opportunities for growth and improvement.
- Strong problem-solving skills to address challenges and obstacles in the sales process effectively.
- **Computer Proficiency**:

- Familiarity with sales and CRM software platforms for managing leads, contacts, and sales activities.
- **Flexibility and Adaptability**:

- Willingness to adapt to changing priorities and handle unforeseen challenges in a fast-paced environment.
- Ability to work independently with mínimal supervision and as part of a team when necessary.
- **Professionalism**:

- High level of professionalism, integrity, and discretion in handling sensitive information and interacting with customers and colleagues.
- Commitment to upholding company policies, standards, and values.

**Job Types**: Full-time, Part-time, Permanent

**Salary**: $25.00-$33.00 per hour

Expected hours: 30 - 40 per week

**Benefits**:

- Dental car

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