Office Manager

Swift Security Systems is a small, tightly knit family and we are expanding quickly. We are a Licensed Low Voltage Security Company (Alarm, Camera, Access Control and anything Low Voltage), with the bulk of our business in Commercial Security System installations and monitoring.

Our plan is to create a scalable business that will be expanded when we are ready to scale. As the business grows, you will grow with it. That includes benefits such as First Option for new positions as well as creating departments around the right people.

The right person would have a strong voice in the day-to-day operations and the opportunity to shape the future of this company. Profit Sharing and benefits will be offered in the future. This job potentially leads to a Operations Manager or General Manager position.

Our office is located in the Westlund Building on 200 St in Langley and our territory generally covers anywhere from West Vancouver to Chilliwack but will occasionally work on the Island and the interior.

**Job Summary**:
The Office Manager is a vital part of Swift Security and has the potential to lead into an Operations Manager or General Manager position.

The job is flexible in terms of vacation and time off.

Daily tasks include answering calls and client management. Working with our team of technicians to schedule jobs, order parts and onboard new clients. The position would be responsible for smoothing out communications between Management, Sales, Operations and Clients.

The Office Manager will work to establish and enforce effective company policies. To be successful in this position, you should be able to oversee and ensure efficient daily operations, most importantly: Daily and weekly responsibilities and task tracking.

Job Responsibilities:
**Daily Hours**

Collecting hours from technicians into Jobber and Excel

Training Virtual Assistant to input hours - 4 weeks

Audit VA on a daily basis - 4 weeks

Spot inaccuracies and questions about tech hours (I.E long unexplained travel hours, significantly higher hours logged vs budgeted hours)

Create pages on Excel for every payroll period

**Daily Job Progress**

Making sure all technicians have job forms and job notes filled out for the previous day

Transferring job notes to Excel and determine job status

Create pages on Excel on a weekly basis

Call technicians, sales people and/or managers for clarification on job progression, job status, etc

**Client Follow Up**

Following up with clients after job completion:
1. Get feedback from client

2. Ask for Google Review and provide link

3. Arrange invoice payment

4. Add task on calendar for INV payment follow up if needed

**Billing**

Sending Invoices in the correct format according to client and client type (residential, commercial, etc)

Correcting and editing invoices in both Jobber and Quickbooks

Answering basic questions about billing with clients in a positive, polite manner

Following up and tracking billing tasks (dealing with unavailable clients, etc)

**Scheduling**

Moving existing jobs to different times according to client and Scheduler

Deleting and editing jobs when changes happen

Keeping clients aware at all times of any changes to their visit

Assisting Scheduler with scheduling tasks

**Job Booking**

Converting accepted quotes to jobs

Contacting client with introduction to Swift and job/visit details

Making sure Sales has included a scope of work and map if necessary

Sending necessary Docusign documents to client, following up, tracking completion

Sending necessary information to monitoring station for setting up account

Saving documents and Account # to client profile

**Accounts Receivable**

Calling for overdue accounts with a prepared list

Tracking payment commitment date and following up in a polite, pleasant manner

**Accounts Payable**

Compiling invoices to be paid on a weekly basis

Payments made on Fridays on a weekly basis via credit card or e transfer

**Parts**

Ordering job parts and arranging pickup

Creating purchase orders for all parts

**Owner Support**

Assisting with communication and other tasks

**Reciepts and Minor Bookkeeping**

Collecting receipts every Friday

Organizing receipts by date and by credit card

Uploading pictures of receipts into Quickbooks

**File Organization**

Organizing server folders and files, general upkeeping
- High school diploma/GED.
- Certification in administration, facility management, or a related program preferred, however, experience is more important
- Experience as an operations administrator or office manager preferred
- Experience in a security alarm company preferred
- Strong organizational and administrative skills.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office (Word and Excel) and data management software.
- Detail-oriented with strong analytical and problem-solving skills.
- Ability to absorb information quickly, delegate and work independently.
- Some bookkeeping ex