Office Manager

SUMMARY

The successful Office Manager is an energetic professional who does not mind wearing multiple hats. Experienced in managing a wide range of administrative duties and executive support-related tasks while able to work independently with little or no supervision. Consistently well organized, flexible, and enjoys the administrative challenges of supporting a company of diverse people. Able to organize and coordinate office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for streamlining administrative procedures and directly assisting the branch manager.

ESSENTIAL DUTIES

· Coordination of Service Calls and Work Orders

· Customer Service Administration

· Function as an extension of HR

· Contribute to Safety Efforts

· Interface with Local Unions

· Preparation of Weekly Payroll

· Other Duties Assigned

SPECIFIC JOB RESPONSIBILITIES AND DUTIES

· Assist the branch manager in daily operations of the office.

· Coordination of Service Calls and Work Orders

· Organize office operations and procedures.

· Participate actively in the planning and execution of meetings and company events.

· Handle customer inquiries and complaints.

· Manage internal employee relations

· Maintain a safe, secure, and pleasant work environment.

· Collect timesheets and review for accuracy.

· Submit weekly payroll to HR for processing.

· Provide prevailing wage information to HR.

· Organize pre-screening, onboarding, and training of new hires.

KNOWLEDGE AND SKILL REQUIREMENTS

· Proven office management, administrative, or executive assistant experience

· Knowledge of office management responsibilities, systems, and procedures

· Excellent time management skills and ability to multitask and prioritize work

· Attention to detail and problem-solving skills

· Excellent written and verbal communication skills

· Strong organizational and planning skills

· Proficient in Microsoft Office

GENERAL DESCRIPTION OF TASKS AND DUTIES

Coordination of Service Calls

· Receive, relay, and/or transmit service call information to technicians, which includes answering phone calls and emails in a prompt manner.

· Keep in constant contact with assigned technicians throughout the day.

· Update on any new calls or changes to calls, which includes ensuring technicians are set up for the following day.

· Monitor all aspects of service calls to ensure efficient routing of technicians (via phone, emails, or website).

· Receive work orders (from Workorder Analyst) and close service calls.

· Maintain list of assigned technicians and efficiently schedule service calls including preventative maintenances within service.

· Constantly track each service call for response time, urgency, etc.

· Receive final work order information, including parts and labor time, and either follow up on call or close call.

· Communicate and keep updated on status with assigned technicians and service calls accordingly.

Customer Service Administration – Internal/External

· Liaison with customers regarding the status of service calls, follow up work, and scheduling.

Paperwork Administration

· Enter, update, correct information in DataBasics accordingly and accurately. Assign and/or verify the appropriate status to service calls.

· Review work orders returned from technicians and verified that all information is accurate and complete. Adjust information accordingly. Attach applicable emails or documents. Process work order for invoicing.

· Prep preventative maintenance work orders/checklists/lists appropriately.

· Provide backup to technicians and the purchasing department in ordering parts for the service, as needed.

· Provide backup to the Sales Department in preparing quotes for technicians, as needed.

· Assist technicians in various other paperwork administration that includes timesheets and payroll discrepancies.

EXPERIENCE / EDUCATION

Years / Type of Experience: Preferably at least three years of dispatching, scheduling, and customer service or administrative experience. Familiar with basic data entry, telephone etiquette, and administrative skills. Must be knowledgeable with MS Office and Windows Application. Minimum typing speed of 35 wpm required. Experience with SAMPro / DataBasics is a huge plus.

COMMUNICATION SKILLS / STYLES

· Ability to speak clearly and concisely

· Ability to task prioritize phones and computer data input in a fast-paced and dynamic environment

· Ability to be an effective listener

ADDITIONAL SKILLS

· Problem - Solving

· Reasoning

· Proactive

· Flexible and Adaptable to change

· Independent

· Customer Service

· Team Player

· Organizational and Task Management Skills

· Mathematical and Business Acumen

RELATIONSHIPS

· Works closely with Technicians, Service Coordinators, Service Supervisor, and Assistant Operations Manager

· Interacts externally with the customers

TECHNICAL SKILLS

· Hardware: computer, keyboard, multi-phone line, headset, printer, scanner, copier

· Software: MS Office, Windows PC, and SAMPro DataBasics

· Specialized Training: Typing

WORKING CONDITIONS

While performing the duties of this job, the employee is working in an office environment where there is protection from the outside weather conditions but not necessarily from temperature changes, exposed fumes, or airborne particles. The noise level in the work environment is usually quiet to moderate.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is required to have ordinary ambulatory skills to sufficiently visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (life, carry, move) light to medium weights of 10-25 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application information. The associate frequently is required to sit, reach with hands and arms, talk, and hear.

PHYSICAL DEMANDS

Strength

o Standing; frequently

o Walking; frequently

o Sitting; constantly

o Lifting, carrying, pushing (up to 25 lbs.); occasionally

Reaching

o Handling; constantly

o Keyboarding; constantly

o Throwing; never

o Eye-Hand Coordination; constantly

o Foot-Hand-Eye Coordination; rarely

Climbing

o Stairs; occasionally

o Ladders; never

o Balancing; occasionally

Hearing

o Ordinary; constantly

o Loud Audible Exposure; rarely

Stooping

o Kneeling; rarely

o Crouching; rarely

o Crawling; never

o Turning/Twisting; constantly

o Bending at the waist; occasionally

Seeing

o Acuity Near; constantly

o Acuity Far; occasionally

o Depth Perception; occasionally

o Color Vision; constantly

o Field of Vision; constantly

This job description identifies the key responsibilities and expectations for performance. It cannot encompass all the specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be assigned by their supervisor.

High Plains Boiler & Mechanical is committed to being an Affirmative Action/ Equal Opportunity Employer for Minorities, Females, Protected Veterans and Persons with a Disability. Qualified applicants will be considered for employment without regard to protected veteran status and disability status. We do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, veteran status, disability status, or another other characteristic protected by law.

Job Type: Full-time

Pay: $24.04 - $28.85 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $24 - $29