Office Supervisor - Internal Only

Culligan Water Conditioning of West Texas Inc•Midland, TX

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About The Position

The Office Supervisor is responsible for supervising the administrative functions of the dealership with the guidance of the Office Manager and/or Operations Manager to ensure customer satisfaction and retention, a motivated and skilled workforce, open and effective communication, and attainment of organizational goals. They are a key component in the daily processes of the company.

Requirements

High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
Computer skills required: (Salesforce; Development Software; Human Resource Systems; Microsoft Office; Payment Systems; CRM; etc)
Other skills required:
Prior Office Managerial experience or 3 years of related field experience

Responsibilities

Collaborate with Accounting team to ensure accuracy of the dealership’s financial reports: ensure you record, report, and complete required data for the Accounting team
Assist in creating standard operating procedures for the department
Maintain security of all customer information and property in compliance with Company policy
Fluent in existing CRM (Customer Relationship Management) system and other relative platforms. EX: DMS, Fleetmatics, ADP
Train and implement new software effectively
Able to know, support, and delegate tasks between yourself and team while maintaining a fair workload distribution. As an Office Supervisor you should maintain a thorough understanding of the administrative functions in order to delegate functions. Administrative duties include, but are not limited to the following:
Answer phones warmly and professionally, and direct calls to the appropriate groups
Work with walk in customers at the Point-of-Sale processing charges and/or payments for Bulk Water, Bottled Water, Salt and Parts
Assist with Bottled Water and Salt routes, which include scheduling deliveries, updating, and billing after routes are turned in, working with Route Manager, Route Drivers, and customers to ensure proper billing and customer satisfaction.
Payment posting and collection efforts for delinquent accounts.
Filing and auditing of daily batch posting
Schedule service calls and assign to technicians.
Updating service orders and new customer orders
Billing out charges for service and new customers
Gather data for monthly inventory by tracking the cost of parts used on rental repairs and owned repairs.
Installation equipment tracking for new customers, as well as for new equipment to ensure proper Inventory reporting.
Perform data entry, using Microsoft Excel for data entry.
Assist Technicians, Route Drivers and Managers on various tasks as needed to ensure proper customer satisfaction and retention.
Post revenues by verifying and entering transactions from lock box and local deposits.
Create manual invoices for customers when required.
Update receivables by totaling unpaid invoices.
Maintain records by microfilming invoices, debits, and credits.
Summarize receivables by maintaining invoice accounts.
Generate monthly statements, send e-bills to customers, and print out postcard statements.
Manage records of customer equipment removals: discontinue account, write up removal paperwork, refund money to customer if necessary, ensure removed equipment was returned to the warehouse, and code invoices to be posted for removals.
Follow up with delinquent customer accounts on a weekly basis.
Post customer payments by recording cash, checks and credit card transactions.
Verify validity of account discrepancies by obtaining and investigating information from sales, customer service departments, and from customers.
Resolve valid or authorized deductions by entering adjusting entries.
Resolve invalid or unauthorized deductions by following pending deductions procedures.
Directly supervises all employees within the Office department(s) performing administrative functions.
Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.
Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems; reviewing and approving timecards/ PTO & UTO
Assist in payroll submission
Assist in onboarding new hires
Maintain open and positive communication with company-wide staff and management to achieve organizational goals
Collaborate with dealership staff and management develop realistic performance objectives tied to the dealership’s goals. With the General Manager, host and facilitate regular meetings with management to monitor progress and set tactical plan to attain the goals
Engage and encourage constructive criticism from team members
Maintain appropriate office staffing level among Customer Service Representatives, workload distribution, and the training and skills necessary to best serve the customer and meet business needs