Office Manager | QuickBooks Required

Pellco Windows & Doors; Newport Beach (CA); On-site; USD 37,000 - 43,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Profit sharing

Job summary

Pellco Windows & Doors in Newport Beach seeks an experienced Office Manager to run daily showroom operations. You’ll work closely with customers, sales reps, vendors and ownership, keeping orders, payments, paperwork and communication moving from start to finish.

Ideal candidates are warm, personable, and detail-focused, with strong QuickBooks and MS Office skills, and 3+ years in office management or related roles. This is an on-site, full-time position with room to grow.

Qualifications

• Minimum 3 years of professional QuickBooks experience.
• Experience with sales orders, purchase orders, invoicing and applying customer payments.
• Office management, customer service, order administration or operations experience.
• Proficient in Microsoft Outlook, Excel and Word.
• Excellent organization and attention to detail.
• Friendly, upbeat and professional personality.
• Comfortable talking with customers in person and on the phone.
• Strong follow through and ability to manage multiple priorities.
• Experience in windows/doors, construction or related industry is a strong plus.

Responsibilities

• Answer incoming calls and help determine what the customer needs.
• Route customers and leads to the appropriate sales representative.
• Welcome showroom visitors and ensure they are taken care of.
• Capture complete customer and project information when a sales representative is unavailable.
• Communicate professionally and positively with customers, vendors and the Pellco team.
• Set up customers and jobs accurately in QuickBooks.
• Create and maintain sales orders and purchase orders.
• Prepare invoices and apply customer deposits and payments.
• Track customer balances and follow up on payments.
• Maintain accurate job and order documentation.
• Review vendor invoices against purchase orders before payment.
• Identify discrepancies and work with the appropriate sales representative to resolve them.
• Confirm required customer approvals and documentation before orders are released.
• Verify deposits are received before orders are placed when required.
• Compare vendor acknowledgments against purchase orders and sales orders.
• Verify pricing, quantities, specifications, lead times and delivery information.
• Track open orders, deliveries, backorders and unresolved issues.
• Communicate delays or problems before they become bigger problems.
• Maintain receiving documentation and packing slips.
• Help ensure incoming product is properly identified and organized.
• Track customer pickups and deliveries.
• Keep open jobs moving until payment, vendor billing and documentation are complete.
• Follow through without needing repeated reminders.

Skills

Customer service

Organization

Communication

Multitasking

Problem solving

Detail oriented

Tools

QuickBooks

Outlook

Excel

Word

Job description

$27 to $31 per hour, based on experience

About Pellco

Pellco Windows & Doors is a Southern California window and door dealer serving builders, architects, designers and homeowners. For more than 30 years, our team has built its reputation around quality products, strong product knowledge, great customer service and doing things the right way.

We are a small, experienced team where people matter and everyone plays an important role in taking care of our customers.

The Role

We are looking for an experienced, upbeat and highly organized Office Manager to run the day to day operations of our Newport Beach showroom.

This is not just a receptionist position, and it is not just a bookkeeping position.

The Office Manager is the center of the Newport office. You will work closely with customers, sales representatives, vendors and ownership while keeping orders, payments, paperwork and communication moving from start to finish.

We want someone who is warm and personable with customers, confident on the phone, comfortable working with a sales team and very strong with the details behind the scenes.

You should enjoy helping people, solving problems and keeping things organized.

What You Will Own

Customer and Showroom Experience

• Answer incoming calls and help determine what the customer needs
• Route customers and leads to the appropriate sales representative
• Welcome showroom visitors and make sure they are taken care of
• Capture complete customer and project information when a sales representative is unavailable
• Communicate professionally and positively with customers, vendors and the Pellco team

QuickBooks and Order Administration

• Set up customers and jobs accurately in QuickBooks
• Create and maintain sales orders and purchase orders
• Prepare invoices and apply customer deposits and payments
• Track customer balances and follow up on payments
• Maintain accurate job and order documentation
• Review vendor invoices against purchase orders before payment
• Identify discrepancies and work with the appropriate sales representative to resolve them

Order Management

• Confirm required customer approvals and documentation before orders are released
• Verify deposits are received before orders are placed when required
• Compare vendor acknowledgments against purchase orders and sales orders
• Verify pricing, quantities, specifications, lead times and delivery information
• Track open orders, deliveries, backorders and unresolved issues
• Communicate delays or problems before they become bigger problems

Receiving and Follow Through

• Maintain receiving documentation and packing slips
• Help ensure incoming product is properly identified and organized
• Track customer pickups and deliveries
• Keep open jobs moving until payment, vendor billing and documentation are complete
• Follow through without needing repeated reminders

What We Are Looking For

• Minimum 3 years of professional, hands on QuickBooks experience
• Strong experience with sales orders, purchase orders, invoicing and applying customer payments
• Previous office management, customer service, order administration or operations experience
• Strong Microsoft Outlook, Excel and Word skills
• Excellent organization and attention to detail
• Friendly, upbeat and professional personality
• Comfortable talking with customers in person and on the phone
• Strong follow through and ability to manage multiple priorities
• Able to recognize when something does not look right and investigate it before moving forward
• Comfortable taking ownership of mistakes, fixing them and learning from them
• Experience in windows and doors, construction, building materials, manufacturing, distribution or a similar industry is a strong plus.

Schedule

Monday through Friday.

The position requires reliable and punctual attendance so the Newport office is ready for business each morning.

This is a non exempt hourly position. We expect the normal responsibilities of the position to be completed within the regular work schedule. Overtime requires advance approval from ownership. All hours worked will be recorded and paid as required by law.

Compensation and Benefits

• $27 to $31 per hour based on experience
• Company contribution toward employee health insurance
• Eligibility for company 401(k) plan
• Eligibility for company profit sharing based on company performance.

The Person Who Will Do Well Here

You do not need someone looking over your shoulder to get things done.

You like customers and enjoy being helpful.

You notice when numbers or paperwork do not match.

You follow through.

You communicate early when there is a problem.

You can be friendly and positive while still being extremely organized and accurate.

If that sounds like you, we would like to hear from you.

Pellco Windows & Doors is an equal opportunity employer.