Office Coordinator

The Glass Guru of Grand Junction; Grand Junction (CO); On-site; USD 40,000 - 55,000; Full time

Job summary

A local service provider in Grand Junction is seeking an experienced Office Manager to oversee customer communications and administrative procedures. Responsibilities include managing daily operations, reconciling software transactions, and supporting customer service representatives. Candidates should have residential glass experience and excellent communication skills. A background check and drug test will be required.

Qualifications

• 1-2 years’ residential glass experience in ordering, estimating, or office/project management preferred.
• All candidates must pass initial background check and drug test.

Responsibilities

• Reconcile sales software and accounting software transactions.
• Handle A/R and prepare deposits for bank run.
• Negotiate pricing with vendors to stay current in market.
• Manage day to day operations of the staff Customer Service Rep.
• Respond to inbound phone calls and emails promptly.
• Strategically schedule work appointments for Installation Techs.

Skills

Excellent verbal/written communications skills

Microsoft Office proficient

Experience with QuickBooks Online

Education

HS Diploma or equivalent

2 or 4-year college degree preferred

Job description

Roles & Responsibilities

With a focus on excellent customer service, efficiency and time management, a well-organized Office Manager, in addition to overseeing and handling inbound and outbound communication with all customers, will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and task delegation. Below is a list of various specific duties, not limited in overall scope and subject to change:

• Reconcile sales software and accounting software transactions.
• Handle A/R and prepare deposits for bank run.
• Negotiate pricing with vendors to stay current in market place ongoingly.
• Manage the day to day operations of the staff Customer Service Rep. (if applicable)
• Answer inbound phone calls promptly during business hours. (if applicable)
• Pre-screen incoming leads/potential customers in a proper manner. (if applicable)
• Respond to any voicemails and/or messages from answering service. (if applicable)
• Manage and respond the inbound email correspondence and forward accordingly.
• Greet customers and all other visitors to the showroom promptly and professionally (if applicable).
• Schedule estimate appointments properly using the appropriate customer software.
• Quote product by telephone for potential new clients/customers.
• Assist Estimators with follow up on pending estimates by phone and/or email.
• Strategically schedule work appointments for Installation Techs, along with customers accordingly.
• Troubleshoot issue(s) from field if needed, working with GM/vendors and Technicians to find solutions.
• Check order confirmations from fabricators/vendors for size and pricing accuracy.
• Oversee proper filing of daily work orders and estimates.
• Process timesheets for payroll processing.
• Prepare Accounts Receivable and prepare deposits for bank daily.
• Reconcile sales software and accounting software transactions as required.

Qualifications & Educational Requirements

1-2 years’ residential glass experience (ordering, estimating, office/project management) preferred.

HS Diploma or equivalent.

2 or 4-year college degree preferred.

All candidates must pass initial background check and drug test.

Preferred Skills

• Excellent verbal/written communications skills.
• Microsoft Office proficient (Word, Excel).
• Experience with QuickBooks Online and web based software preferred.

Eligibility for company benefits is optional and contingent upon completion of an initial employee probationary period.