Office Manager

Job Description

Summary

The Office Manager plays a pivotal role in leading all office operations and ensuring timely delivery of all office process functions. This position involves a diverse range of responsibilities, from scheduling and customer service, to providing team leadership & employee development; quality control of job documentation/service guidelines, financial administration, compliance documentation, communication support, and other duties as necessary.

Compensation & Benefits:

· $30/Hour

· Medical, Dental, Vision Insurance w/ Employer Contribution (After 90 Days)

· NYS Paid Sick Time Accrual (40 Hours Annually)

· 5 Days Paid Vacation after 1 Year, 10 Days Paid Vacation after 2 Years

· Paid Holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving & Christmas

· 401K Plan with Employer Match (Eligible after 1 Year employment)

· Full Time, 40 Hours Weekly

Primary Responsibilities

Manage office team including Job File Coordinators, Administrative Assistants, Receptionist/Dispatchers, Construction Coordinators

Maintain professional office culture

Ensure office processes and work flow is adhered to with commitment to quality control; update processes as needed.

Coordinate franchise interdepartmental communication and activities.

Ensure delivery of appropriate training to all office personnel.

Plan and facilitate monthly team meetings.

Monitor National Accounts program compliance.

Monitor and manage 3rd party compliance

Manage subcontractor certifications, insurance, and other documentation needs.

Manage and disposition lead sources.

Act as the Subject Matter Expert for all office related technology and processes.

Establish processes to ensure office Key Performance Metrics (KPM) meet franchise goals/targets.

Identify departmental needs

Develop and maintain office division annual plan and manage performance.

Perform afterhours office compliance tasks; ie. Hit appropriate time stamps after hours to ensure job compliance with time frame

Assist Senior Leadership Team as needed.

Oversight & Management of the following Tasks/Responsibilities:

Assist with customer service and management of the customer experience

Monitor and ensure client requirements are followed

Oversee that lead/jobs are entered into the operating system and make sure all information in the project is correct

Ensure all Jobs are updated and maintained in the third-party programs

Ensure all JFCs and CCs Educate customers on construction/ mitigation job process

Review and validate project file documentation – Troubleshoot with JFC as necessary

Maintain customer and client communications as necessary

Ensure JFC’s have all paperwork complete with customer and client

Acquire proper permits as necessary and ensure all correct procedures are being followed with local municipalities

Ensure Construction Project schedule and timelines are updated by JFC

Assist identifying and qualifying resource providers

Ensure Work-in-Progress (WIP) report is maintained by CC for Construction Division

Prepare project reports as requested/ delegate as needed

Ensure office personnel review file documentation and update as necessary

Ensure project close-out and collections are completed in a timely manner from Office personnel

Perform duties of JFC or CC as necessary for storm response/ and high call volume events

Additional responsibilities as needed to ensure a high functioning office environment

Necessary Skills and Experience:

5+ year(s) of office management experience

Management experience in service oriented business/ or similar industry preferred, not required.

Experience in building a strong team with tangible leadership skills

Solid organization and planning capabilities, strong attention to detail

Strong ability to unique problem solve and provide resolution based solutions.

Demonstrated history of ability and growth in managing an office environment

Outstanding written and verbal communication skills, including proper pronunciation, grammar, and a consistently courteous and professional tone of voice at all times

Friendly, customer service forward attitude

Very self-motivated and goal-oriented with ability to multi-task

Capability to work in a fast-paced, team-oriented office environment

Formal Education and Training:

Associates Degree, Bachelor's Degree Preferred

Restoration or Construction Industry related certifications (Preferred, not required)

Company Description

SERVPRO - Franchises of Broome County, Tompkins & Tioga Counties, Elmira/Chemung County and Watkins Glen/ Schuyler County, Cortland & Chenango County, Corning, Bath and SERVPRO of Susquehanna, Bradford and Tioga Counties, has been serving our local community and the surrounding counties for over 30 years. We are a locally owned and family operated business and have a team of professionals ready to assist Business & Homeowners at all times. We understand the stress and worry our customers experience with a fire or water damage and the disruption it causes in their life, and home or business. Our goal is to help minimize the interruption and get back to normal as soon as possible. We are an all-in-one service provider for cleaning, restoration, and construction needs.

Full-time