Manager, Office Management

Service Experts; Hampton Bays (NY); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Competitive Pay with Incentives

Paid Time Off and Holiday Pay

Medical/Dental/Vision Insurance

401(k) with company match

Life Insurance

Short-term and Long-term disability

Job summary

Service Experts Heating & Air Conditioning seeks an Office Manager to oversee administrative operations at the center under the General Manager. You will manage finance tasks, invoice processing, A/R, PO creation, and week-end close while ensuring SOX compliance and excellent customer service.

You will lead office staff, coordinate dispatching field employees, and monitor assets, schedules, and timesheets, driving efficiency and compliance in a fast-paced, service-focused environment.

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.
• Confidentiality regarding employee records and other sensitive data; proficient with Windows and MS Office; strong communication, time management and problem solving skills.

Responsibilities

• Plan, coordinate and direct the Admin Department’s overall operations.
• Manage accounts receivable, invoicing, purchase orders and SOX compliance.
• Oversee customer service activities and center asset management.
• Supervise office staff and coordinate scheduling, dispatching field employees and lead routing of sales leads.

Skills

Communication

Time management

Problem solving

Education

High School Diploma

Bachelor's Degree

Tools

Windows

MS Office

Internet Explorer

Job description

Welcome!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?

• 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
• Minimum Experience: 6+ years
• Minimum Education: Bachelor's Degree

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

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 [e-mail]