Office Manager

Summit Companies • Richmond, VA

10d • Hybrid

About The Position

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. This role involves managing various administrative tasks, coordinating schedules, processing payments and collections, and ensuring office operations run smoothly. The Office Manager also plays a key role in assisting Human Resources and maintaining office organization and cleanliness.

Requirements

• High school diploma or GED, and/or equivalent experience; required
• 4 years customer service, required.
• 4 years of professional computer skills (Typing 45 WPM, Intermediate ability in MS Word, Excel Outlook), required.
• 2 years supervisory experience, required.
• Must have the ability to effectively read, write and communicate in English with employees, customers and board or directors.
• 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.

Nice To Haves

• Associates or bachelor’s degree in business management, preferred
• 2 years scheduling experience, preferred.
• CORRIGO, Salesforce, ORACLE or similar ERP experience, preferred.

Responsibilities

• 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.
• 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.

Benefits

• 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, Affirmative Action employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED