Office Manager

We are seeking a highly motivated Office Manager & Customer Outreach Specialist to join our Customer Service Team in Vancouver, BC. The Office Manager & Customer Outreach Specialist is a hybrid role that ensures smooth communication and coordination between our customers, technicians, and internal teams while managing the daily administrative operations of the office. This individual will be responsible for scheduling service visits, managing service orders in Salesforce Service Cloud, handling warranty claims, and overseeing technician logistics such as travel, time tracking, and invoicing.

As the office management lead, this role will also oversee general administrative functions, maintain organized systems for record-keeping, and support internal process improvements. This position is ideal for someone who enjoys a mix of customer interaction, problem-solving, and operational organization. It is primarily office-based, with minimal travel requirements, and offers excellent opportunities for growth within the company.

Who We Are

AdeptAg LLC is a leader in the controlled environment agriculture industry as an integrator of growing solutions for our customers both domestic and international. AdeptAg is constantly helping to meet the challenges of today's growers with innovative and cost-efficient solutions.

Why Work for Us

Competitive Compensation Package including Medical, Dental, Vision, Life Insurance, Voluntary Life Insurance, Voluntary Accident Insurance and Disability Insurance.

Responsibilities
Customer Communication & Coordination

• Call and coordinate with customers to schedule service visits and preventative maintenance.
• Work closely with customers and technicians to prepare and send quotes for service contracts.
• Proactively reach out to customers regarding ongoing maintenance needs and equipment health.
• Maintain a professional, customer-first approach with every interaction.

Service Order & Warranty Management

• Enter and update work orders in Salesforce Service Cloud with accuracy and detail.
• Track service requests, monitor progress, and keep customers informed of service status.
• Manage warranty cases by communicating with vendors and documenting resolutions.
• Ensure proper tracking of parts and service related to warranty claims.

Technician & Logistics Support

• Record technician hours and maintain accurate time logs.
• Manage quoting processes for services and assist with invoicing.
• Arrange travel logistics for technicians, including hotel bookings, car rentals, and flights.
• Prepare cross-border paperwork for international service visits and shipments.

Office Management & Administration

• Oversee general office operations and administrative tasks.
• Maintain organized records for service agreements, customer interactions, invoices, and warranty claims.
• Monitor inventory of office supplies and manage vendor relationships for office needs.
• Support the Service Manager with reporting, scheduling, and other administrative functions.

Team Support & Process Improvement

• Collaborate with the Service Manager to improve operational efficiency.
• Identify and implement process improvements for scheduling, quoting, invoicing, and reporting.
• Assist with training team members on office workflows and Salesforce processes.
• Support internal communication and promote a positive team environment.

Minimum Qualifications (Knowledge, Skills, And Abilities Required)

• 2-4 years of experience in an administrative, customer service, or office management role.
• Preference given to candidates with horticultural or greenhouse industry experience.
• Associate's degree or equivalent combination of education and experience.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Proficiency with Salesforce or other CRM/service management tools.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills with a proactive approach to challenges.
• Valid driver's license and ability to travel to the U.S. if needed; passport or ability to obtain one.

Preferred

• Experience in a customer service, dispatch, or administrative management role, ideally in a technical or service-based industry.
• Familiarity with the horticulture or greenhouse industry.
• Experience handling warranty claims or service contracts.
• Basic knowledge of accounting or bookkeeping processes.

If you are a self-starter with a strong work ethic and a passion for excellence, we encourage you to apply for this exciting opportunity.