Office Manager

Vertical Cold Storage LLC • Indianapolis, IN

3d

About The Position

The Office Manager plans and directs the activities of the Customer Service Department to meet customer needs and company objectives. The role develops procedures, establishes standards, and administers activities to ensure timely product delivery and excellent customer service through prompt, effective responses to inquiries. The Office Manager reports to the General Manager and supervises Customer Service Representatives and Senior Customer Service Representatives.

Requirements

• High school diploma or GED.
• 2–3 years of office management experience, including experience with direct reports.
• 2–3 years of customer service experience.
• Proficiency with WMS, Excel, Word, and Outlook.
• Proven leadership abilities.
• Basic accounting skills.

Nice To Haves

• Associate degree.
• Prior warehouse or distribution experience.

Responsibilities

• Supervise office staff through coaching, counseling, discipline, performance monitoring, and planning and coordinating training and cross-training.
• Ensure staff complete daily activities accurately and on time according to defined procedures and policies and meet customer service standards.
• Maintain documented procedures for inbound, periodic, and outbound customer servicing operations, ensuring accuracy and compliance with company standard operating procedures.
• Supervise export compliance, maintain relevant documentation and communications among affected personnel, USDA, and customers, and validate accuracy, timeliness, and compliance with mandated guidelines.
• Ensure prompt completion of billing audits for inbound and outbound shipments using customer rates and practices.
• Follow up on accounts receivable in a timely manner and contact past-due customers to determine payment status.
• Create and issue daily, weekly, and monthly customer invoices.
• Coordinate departmental workflows among warehouse, production, office, and corporate administrative departments.
• Maintain a safe working environment by following safety rules and regulations.
• Identify, report, and assist in resolving computer, telephone, and related problems.
• Support Human Resources operations by ensuring documents are accurately completed and maintained in personnel files while preserving confidentiality.
• Perform duties assigned by the General Manager and management to support facility operations.

What This Job Offers

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