Office Manager

Job Summary: The office manager is responsible for assisting the regional sales manager and sales team with daily office procedures and administrative duties to keep jobs moving toward completion and paid for. Involves continuous communication and public relations. Supervises over responsibilities of other office administration staff.

Duties and Responsibilities:

• Assist regional sales manager whenever needed by preparing spreadsheets and other projects.
• Assist sales staff with obtaining information, preparing job folder, typing contracts and distributing punch lists.
• Assist sales and service staff with entering punches and scanning to job electronic files.
• Responsible for new hires; send for pre-employment drug testing and completion of new hire paperwork.
• Maintains shipping schedule, contacting builders for delivery and install dates.
• Consults with sales staff regarding scheduling of cabinet installations as needed.
• Schedules cabinet installations and distributes appropriate paperwork to installers.
• Consults with installer to ensure installation are correct & help with any needed supplies.
• Compile and submit installer payroll on a weekly basis.
• Updates/collects information on various builder construction management websites, such as Buzzsaw and BuildPro.
• Daily invoicing- print, match with PO (if applicable), log into various websites and mail or hand off for delivery.
• Occasional delivery of customer invoices or blue prints, only if sales resource is unable to accomplish.
• Assistance with collections of past due corporate accounts by maintaining accounts receivable reports and daily cash receipts.
• Reminders sent to customer accounts payable with follow-up calls.
• Sorts and distributes mail.
• Back-up receptionist and service coordinator duties as needed, answering phones and greeting customers.
• Maintain petty cash.
• Order office supplies and help with office appearance.
• Report and file work-related injury documents with corporate HR.
• Support of special projects and events to market Kent Moore Cabinets.
• All other duties as requested by supervisor.

Qualifications:

• High school diploma or equivalent.
• Good written and verbal communications skills.
• 2-5 years office coordinator/management experience.
• Knowledge of Excel, Microsoft Word, Open Office & Power Point.
• Works with little to no supervision, strong leadership skills, & capability of working with diverse personalities.
• Ability to handle stressful situations when they arise and make sound judgment.
• Ability to supervise and delegate to other office staff.
• Exceptional attendance.

Essential Functions of the Job:

• Sits for several hours or more per day.
• May stand and walk several hours per day.
• Sometimes lifts and carries heavy objects.
• Bends, stretches, reaches and twists while performing duties of the job.
• Frequently uses fingers to operate telephone, grasp and use writing implements and papers, operate calculator and computer, and perform other job duties.
• Must have correction vision to:

i) Complete forms and other necessary paperwork

ii) Be aware of surroundings and location of items needed

iii) Perform various job duties

• Must have corrected hearing to listen to:

i) needs of customers in person and over the telephone

ii) needs and advice from supervisor and co-workers

iii) the environment to be aware of surroundings

• Must be able to communicate effectively with management, coworkers, and customers, both over the phone and in person.
• Must be alert and able to identify a hazard, should one occur, in order to avoid it, by correcting immediately or reporting immediately as necessary.

II. Exertion Requirements: Light

III. Sensory Requirements: Light

• High school diploma or equivalent.
• Good written and verbal communications skills.
• 2-5 years office coordinator/management experience.
• Knowledge of Excel, Microsoft Word, Open Office & Power Point.
• Works with little to no supervision, strong leadership skills, & capability of working with diverse personalities.
• Ability to handle stressful situations when they arise and make sound judgment.
• Ability to supervise and delegate to other office staff.
• Exceptional attendance.