Office Manager

Benefits

- Dental insurance
- Free uniforms
- Health insurance
- Training & development

Overview

Reporting to the General Manager, the Office Manager will be responsible for the overall performance of office functions and staff. The Office Manager will be required to track and report on various office functions including sales, payroll, vacations, operations, and other finances. In addition, the incumbent will have a strong emphasis on managing administrative processes.

Duties & Responsibilities

The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary as business needs require. ServiceMaster Restore maintains the right to modify job duties and responsibilities at its discretion.

- Administration Management

- Plan, direct, coordinate, and manage various aspects of office operations and procedures to ensure the standards for organizational efficiency and effectiveness are upheld and maintained

- Manage performance of office staff, including supervising and delegating responsibilities as needed, completing payroll timesheets and submit to Franchise Owner, and manage vacation schedules of office staff to ensure adequate coverage

- Onboard and train new office employees

- Respond to and resolve office, building and maintenance issues that arise

- Actively manage the meeting schedules for all management within the office and within support functions as necessary

- Plan and coordinate client-focused events and internal staff activities

- Adhere to security and confidentiality policies all times

- Maintenance of office equipment

- Implement office and workplace policies and procedures

- Monitor and maintain the office supplies, uniforms and equipment inventory as needed

- Facilitate exceptional customer service to vendors and suppliers by ensuring inquiries are actioned by the respective parties in a timely manner

- Identify resources needed for assignments, assign individual responsibilities and follow-up to ensure timeliness and quality of solutions provided

- Responsible for ensuring that Alarm Lock and Safe, Alarm System and Computer back-up are functioning effectively

- Attend to incoming calls when receptionist is unavailable

- Preparing for weekly meeting with the Franchise Owner to review financial condition of the company

- Operations

- Support operations to help ensure efficiencies and compliance to company policies

- Assist operations with proper completion of work orders including crew and subcontractor performance, file documentation, and communication with the customers

- Order and maintain marketing materials utilized for all current campaigns

- Prepare for weekly meetings with the General Manager to review company operational functions

- Establish and maintain strong relationships with other ServiceMaster franchisees

- Manage customer complaints and involve respective resources to establish a sustainable solution

- Conduct exit interviews for employees leaving the company

- General

- Maintain professional conduct and appearance in all internal and external facing activities

- Establish positive rapport with clients when possible

- Provide an exceptional level of service that exceeds the expectation of the client

- Conduct all work in accordance with company safety policies to ensure a safe work environment

- Adherence to all company workplace policies

- Perform other duties as may be required

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the Manager and/or Franchise Owner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Characteristic and Ability Requirements

- Results-oriented individual with the ability to interpret and effectively manage multiple and competing priorities and timelines
- Strong management, planning and leadership skills
- Highly effective negotiation and conflict resolution skills
- Demonstrated ability to exercise necessary cost control measures
- Effective communication skills both written and verbal
- Ability to engage clients and deliver excellent service
- Thorough decision making skills
- Highly organized, strong attention to detail and ability to multi-task
- Demonstrated sound work ethics
- Proven ability to build and maintain strong working relationships
- Flexible, adaptable and able to work effectively in a variety of settings and with shifting priorities and deadlines
- Operates with honesty and integrity with a genuine desire to make valuable contributions to the team
- Team player that fosters team-based learning
- Works well independently and in a team environment

Work Experience Requirements

Work experience required: Minimum of five (2) years of experience in a management or supervisory role is required.

Job related experience required: Minimum three (2) years of experience in administration management is preferred

Technical Requirements

Equipment: Computer, Printer, Photocopier, Telephone, Fax Machine

Software: Outlook, Word, Excel, Direction, NotePager Pro

Physical Requirements

This position requires low level of physical exertion. Moderate intensity of sensory effort is required.

Working Conditions

There is a low risk of exposure to adverse working conditions.

Time will primarily be spent in an office environment during regular office hours. There may be requirements to work outside of the office on occasion.

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