Office Manager

Office Manager

Reports To: Operations Manager or General Manager

Status: Full-time, Regular position

Category: Administrative

Location Name: ON SITE - OKC - GORDONS SERVICE EXPERTS

Address: 12354 S SUNNYLANE RD, OKC

Join the team of experts and realize your true potential!

Why You Should Join the Service Experts Team?

Our team consists of the very best; we believe in doing what is right for our customers and our employees. We provide our employees with the training, support and an opportunity for unlimited professional growth. Join us and become an EXPERT!

Position Summary

Under general supervision of the General Manager, the Office Manager is responsible for the execution of the administrative activities within the center. Responsible for the financial management and coordination of invoice processing, payment collections, past due collections, applying payments, A/R, Purchase Orders, weekly/month end close duties, and SOX compliance. Oversees and manages the customer service activities to ensure the center maintains excellent customer service levels and retention. Responsible for office management, including office staff and that all office resources are in excellent working condition. The Office Manager acts as backup when needed with scheduling, coordinating and dispatching field employees, routing sale leads and all customer service call activity.

Key Responsibilities

Plans, coordinates and directs the overall operations of the Admin Department

Maintains inventory/working capital spreadsheet record of usage of consigned inventory; creates purchase orders in designated system as inventory is used; reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory

Oversees Accounts Receivable compliance with collection policies of center and contacts delinquent accounts for collection

Generates various systems reports in order to document and update status of center activities

Oversees and ensures all SOX procedures are followed and that all required files and documents are in place and correct

Handles customer service complaints in a professional manner with the focus on “more than satisfied customers” in all decisions

Maintains local assets assigned to the center (vehicles, FAST devices, computers, facility, etc.) and coordinates with General Manager as appropriate

Provides leadership, direction and support to their team and others in the center

Ensures work is conducted in compliance with state and local regulations and in accordance with licensing requirements

Reviews timesheets for completeness, correctness and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system. Calculates piece rate payments due in accordance with piece rate program and gathers data relating to spiffs/commission payments due in order to complete spread

Reviews team performance against job role responsibility and recommends improvement opportunities, providing effective feedback, coaching, training, professional development, and corrective action

Performs quality checks of customer service specialist(s) to ensure delivery of highest levels of customer experience, identify areas to improve, and implement measures to improve performance

Recruits and participates in the interview process to successfully fill open position(s)

On-boards new employee(s) regarding job expectations, company policies, payroll document collection and benefit information when eligible

Handles customer issues, complaints or concerns, from a diverse customer population, requiring supervisor involvement

Answers phones during busy season or manpower shortages

Performs other duties as assigned

Qualifications

Minimum three years of accounting experience and one year of supervisory or leadership experience required

High School Diploma or equivalent work experience, Bachelor’s Degree preferred

Capable of maintaining confidentiality regarding employee records and other sensitive data

Proficiency with Windows, MS Office Suite and Internet Explorer required

Proven written and verbal communication, time management, and problem solving skills

Ability to work in a demand service, fast paced, multitasking environment both as a Team and independently

Service Industry experience a plus

What Do We Offer You as a Service Experts Employee?

Service Experts offers a comprehensive benefits package designed to support employees and their families in managing their health and wellness needs. Following is a summary of the many benefits that could be available to you as a Service Experts valued employee.

Competitive Pay, including incentive opportunities for many positions

Paid Time Off and Company Holiday Pay

Medical /Dental /Vision Insurance programs

401(k) Retirement Savings Plan with company matching contributions

Life Insurance, for you and options you can elect for your family

Short-term and Long-term disability insurance options, that protects you and your family if you are unable to work

Supplemental benefit programs such as: Legal advice, pet insurance, health advocacy programs

World Class Training opportunities through our Experts University

Career Development opportunities

Service Experts Heating & Air Conditioning is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Service Experts.

Service Experts is committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request an accommodation, please email