Office Manager

Position Objective
This position is responsible for all office administrative aspects of the branch in addition to managing the location.  This position will also support the parts and rental departments.

Job Responsibilities:

• Provides excellent customer support in a professional manner at all times
• Acquire a proficient knowledge of our computer database environment – maintaining compliance with established corporate policies and procedures.

·         Assist Sr. GM in audit/reporting for warehouse operations, including receiving, stock keeping, physical inventories & cycle counts as needed or when requested.

·         Responsible for all parts counter/phone call in for parts.  All stock orders and Service Parts will be ordered through branch 48.

·         Scanning, faxing and/or e-mailing acct payable and acct receivable documents

·         Responsible for the Orlando JDC supplied purchasing card. Must file expense reports and control the use of the card.

·         Reviews with Service all Work Orders prior to closing to insure parts are accurate.

·         Review all daily invoice reports (parts) and report any discrepancy.

·         Support service in warranty functions and filing.

• Administrative duties including scheduling, typing, filing, research, recordkeeping, drafting correspondence, travel arrangements, expense reporting, meeting/event arrangements, etc.
• Answering a multi-line phone and route calls accordingly.
• Handle time card approvals for payroll processing.
• Responsible for managing the Orlando Location and employee issues
• Local branch parts representative and Rental Coordinator will report to this position. Responsible for their activity and accuracy.
• Support the rental department functions and filing.
• Any other duties as assigned by the Sr. General Manager

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements:

·         Strong communication, interpersonal and organizational skills – professional demeanor required

·         Prior experience working with integrated accounting systems

·         Proficient in Microsoft computer software programs, specifically Word, Excel and PowerPoint

·         Must be able to follow through assigned duties to successful completions within established guidelines and timelines by established policies and procedures

·         1-3 years’ experience supporting sales/marketing/rental or parts departments

·         Experience with invoicing, order updating and documenting orders in a module based software environment

·         Ability to adapt to a constantly changing, heavy-volume work environment

·         Ability to work independently, or within a team, maintaining a professional demeanor at all times

·         Must be a self-starter with excellent time management skills

·         Ability to maintain a high level of confidentiality, use discretion, and exercise good judgment.

·         Be very organized and detail oriented 

·         Strong communication and interpersonal skills (listening, verbal and written)

·         Ability to meet deadlines

·         Work well in team environment

·         The ability to effectively manage multiple tasks in a fast paced environment

·         Experience with a CRM

The Way We Work:

• Work and accept responsibility to search for, create and execute new and innovative approaches to improve the performance of JDC’s services and objectives
• Assist external and internal customers to serve their needs and take responsibility for continuously improving customer service
• Foster meaningful interaction among people through the exchange of information to produce understanding
• Continuously develop and use effective strategies and interpersonal styles to engage and guide others towards the accomplishment of identified objectives and goals in the best interest of the JDC and its customers
• Consistently work toward the common good of the organization and encourage others to do the same
• Conduct themselves at all times in a professionally appropriate and respectful manner
• Apply the proper safety/security practices according to established protocols, guidelines, and policies.

The individual in this position will interact with employees and managers in other departments and locations at Jack Doheny Company. Receiving and reacting to directions other than from your immediate supervisor will be required periodically. Conversely, there will also be time when the person in this position must give directions to other.

Jack Doheny Company is an Equal Opportunity Employer.