Office Manager

Our mission is to be Texas’s Premier Provider of Temporary Fencing Solutions to our customers while providing exceptional customer service all at affordable rates.

As a full-service provider of temporary fencing throughout Texas, California, Arizona, and Nevada, we provide an array of products and services to meet the needs of the Construction, Events, and Emergency Response industries.

Our rental fence products include free-standing fence panels, post-driven chainlink fence, crowd control barricades, privacy windscreen, gates, orange tree protection, sandbags, and silt fence installation.

Rentafence.com is looking for an Office Manager to join our team! The Office Manager is responsible for managing the day-to-day office functions of Rentafence operations. The Office Manager is also responsible for the sales and management of customer accounts for Rentafence. They must provide pleasant, professional, and expedient communication with customers and corporate representatives. The Office Manager will work as a tight-knit team with management to service fence contractors and retailers by selling fence products. The ideal candidate for this position must be self-motivated and able to meet and exceed stipulated service, sales, and retention goals. The highest level of integrity as well as the ability to sell and make outbound calls to upgrade clients is a vital role in this position. This position reports directly to the Chief Operating Officer.

Responsibilities:
- Oversee and manage all administrative tasks in the office
- Develop and implement office policies and procedures
- Coordinate and manage office activities and operations
- Maintain office supplies inventory and place orders when necessary
- Manage office budget and expenses
- Handle vendor management, including negotiating contracts and maintaining relationships
- Plan and coordinate office events and meetings
- Manage calendars, schedule appointments, and coordinate travel arrangements
- Ensure efficient operation of office equipment, such as phone systems and computers
- Supervise and support the work of office staff

Experience:
- Proven experience as an Office Manager or in a similar role
- Strong budgeting skills and experience managing financial resources

Essential Job Functions

· Manage incoming calls. Provide professional and helpful customer service.

· Respond to inquiries for estimates and quotes in an expedient manner

· Research and answer vendor inquiries

· Maintain office environment, supplies, equipment & IT systems. Maintain inventory of supplies.

· Run errands as needed (bank, post office, etc.)

· Ensure customer and vendor file integrity (documents, communication notations, etc.)

· Help build company image by positively collaborating with customers, community, and employees

· Oversee and ensure high safety standards at all times

· Ensure the office and equipment are maintained to achieve production requirements and provide a safe and clean work environment.

· Reviews and evaluates work to ensure quality, timeliness, and ensures quality control in adherence to policies and procedures.

· Complete monthly, quarterly and yearly reports to city, county, state, etc. as needed

· Other tasks as assigned by management

Accounting Functions:

· Monthly customer billing and ensuring accuracy and integrity of billing system data entry using Quick Books

· Oversee proper posting of customer payments

· Ensure proper approval of all expenditures

· Timely invoice entry with proper coding

· Maintain / setup vendor accounts.

· Reconciliation of vendor statements

· Maintain organized filing system.

· 1099 vendor setup.

· Research and answer vendor inquiries.

· Monthly customer billing

Human Resources Functions:

· Collaborate with the Director of Human Resources & Payroll

· Assist with managing Time in Attendance records for non-exempt employees

· Communicate directly with outsourced prevailing wage consultant to ensure that compliance filings are done in a timely manager.

· Assist with overseeing the personnel needs of the company including recruiting, selecting, orienting, training, coaching, counseling, evaluating employee performance and disciplining employees.

· Maintain confidential company personnel files as needed

· Maintain any Driver Qualification Files and maintain DMV Records

Required Education, Knowledge, Skills, and Competences:

· A minimum of five years of experience in office management and customer service

· Advanced experience with customer billing, accounts receivable, and accounts payable

· Advanced knowledge of MS office suite of programs

· Intermediate skills in Quick Books

· Ability to learn and understand new software applications.

· Ability and willingness to work in a fast-paced environment

· Collaborative/team-based management style preferred

· Strong interpersonal verbal and written communication skills

· Strong customer focus

· Ability to manage time and be productive even without direct supervision

· Must possess and maintain a have valid class C driver license with a satisfactory and safe driving record

· Bilingual English/Spanish is a plus

Job Type: Full-time

Pay: $25.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekends as needed

Work Location: In person