Office Manager

Summit Fire & Security•Poway, CA

15h•Hybrid

About The Position

The Office Manager position provides customer service to all internal and external customers through proper greeting via phone, email, or in person. This role is crucial for maintaining office operations and supporting various departments, including Billing, Accounting, Human Resources, and field personnel. The Office Manager will also be responsible for processing customer payments, performing collection duties, and managing office supplies and cleanliness. Additionally, they will handle scheduling responsibilities for technicians, manage the master schedule, and coordinate with Accounts Receivable.

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.
Sage 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 for onsite protocol including sending payroll prior to 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 pick up, 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.