Office Manager

Summit Fire & Security; Richmond (VA); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Summit Fire & Security in Richmond, VA is seeking an Office Manager to deliver exceptional customer service to internal and external clients. You will greet visitors, answer phones, respond to emails, and route inquiries to the correct departments.

The role supports Billing, HR, and Operations by coordinating schedules, processing COIs, managing mail, and maintaining office systems. A strong multi-tasker with 4 years of service experience and proficiency in MS Office is ideal.

Qualifications

• High school diploma or GED, and/or equivalent experience; required
• Associates or bachelor’s degree in business management, preferred
• 4 years customer service, required
• 4 years professional computer skills (typing 45 WPM, MS Word, Excel, Outlook), required
• 2 years scheduling experience, preferred
• 2 years supervisory experience, required
• Must read/write/communicate in English
• CORRIGO, Salesforce, ORACLE or similar ERP experience, preferred
• Valid driver’s license with acceptable driving record

Responsibilities

• Welcome and greet all visitors, determine their needs, and direct them to the correct department(s).
• Disperse all faxes.
• Work with Billing, Accounting, and other front-end Administration to communicate COD accounts, on-hold accounts, and other pertinent information internally as well as to the field personnel.
• Assist Human Resources with on-site protocol, including sending payroll before the deadline each pay cycle and preparing New Hire materials.
• Utilize organization systems as the local SME and support team members.
• Process COI and additional insured requests per company policies.
• Process all incoming and outgoing mail and manage shipments.
• Track and order office supplies and coordinate with Corporate for approvals.
• Process customer payments and perform collections as assigned.
• Maintain office cleanliness.
• Process daily open work order reports and coordinate technicians’ schedules.
• Manage master schedule including all technicians’ schedules and work orders for immediate review.
• Resolve scheduling conflicts and update account details as needed.

Skills

Customer service

Typing 45 WPM

MS Word

MS Excel

MS Outlook

Scheduling

Supervisory experience

Education

High school diploma or GED

Associates or bachelor’s in business management

Tools

CORRIGO

Salesforce

ORACLE or ERP

Job description

JOB SUMMARY:

The purpose of the Office Manager position is to provide customer service to all internal and external customers, starting with a proper greeting whether by phone, e-mail or in person.

ESSENTIAL JOB DUTIES:

• Welcome and greet all visitors, determine their needs, and direct them to the correct department(s) and/or person(s).


• Disperse all faxes.


• Work with the Billing department, Accounting, and other front-end Administration to communicate COD accounts, on-hold accounts, and other pertinent information internally as well as to the field personnel.


• Assist Human Resources with on-site protocol, including sending payroll before the deadline each pay cycle with correct information. Any errors must be communicated without delay, as assigned. Prepare in advance New Hire materials, as assigned. Return copies of Human Resources documentation following orientation (orientation is provided by Human Resources).


• Correctly utilize assigned organization systems to include assisting team members with functionality, acting as the local SME.


• Process Certificates of Insurance (COI) as requested by customers, process additionally insured requests per company policies and procedures.


• Process all incoming and outgoing mail: prepare ground mail and UPS for pickup, receive, and appropriately distribute mail.


• Track and order office supplies, sending order requests to Corporate for approval and processing, as appropriate.


• Process customer payments, as appropriate.


• Perform collection responsibilities, as assigned.


• Maintain office cleanliness

Scheduling Responsibilities (as assigned):

• Process daily the open work order reports and coordinate technicians' schedules; schedule technicians to maximize the full shift.


• Manage master schedule including all technicians' schedules and work order for immediate review by direct supervisor and leadership.


• Leverage future scheduling with Accounts Receivable concerns concerning past due accounts.


• Resolve any scheduling conflicts including verifying and/or update account details, as needed.


• Other duties may be assigned.

QUALIFICATIONS:

The qualifications listed below are representative of the elements required to perform the job successfully; however, in some cases, an equivalent combination of Education, Training, certifications, and Experience may meet the job qualifications.

Education, Training, Certifications:

• High school diploma or GED, and/or equivalent experience; required


• Associates or bachelor's degree in business management, preferred

Experience, Knowledge, Skill Requirements:

• 4 years customer service, required.


• 4 years of professional computer skills (Typing 45 WPM, Intermediate ability in MS Word, Excel Outlook), required.


• 2 years scheduling experience, preferred.


• 2 years supervisory experience, required.

Systems and Software Skills:

• Must have the ability to effectively read, write and communicate in English with employees, customers and board or directors.


• CORRIGO, Salesforce, ORACLE or similar ERP experience, preferred.

Other Qualifications:

• Valid driver's license with acceptable driving record required.


• Must be able to comply with SFS's Drug and Alcohol policy and Background screening requirements, which may also include customer-specific requirements based on contractual agreement

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS:

Reasonable accommodations may be made to enable individuals with disabilities to perform Essential Job Duties.

Physical Requirements:

While performing the duties of this job, the employee is required to sit and stand for long periods. Employee will occasionally be required to drive, bend, kneel, balance, lift <20lb, walk, stand, ascend/descend stairs, reach above and below shoulders, stoop, and twist.

Work Environment:

Employee will consistently be required to work indoors in an office or remote setting, work alone and with others. Employees will frequently be required to travel. Employee will occasionally be required to wear appropriate personal protective equipment, as required by company safety policies.

We are fully committed to equal opportunities for employment to all individuals regardless of race, national origin, gender, religion, sexual orientation, disability, familial status, and any other classification protected under the law. We are an Equal Opportunity, Aff…?
While this job description is intended to be an accurate reflection of the position, management reserves the right to modify, add, or remove duties and to assign other duties as necessary.

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