Office manager/office coordinator job description

Definition

This is a full-time, senior administrative position within the City Secretary's Office. An individual in this position provides administrative, technical and clerical support to the department director and the City Secretary team. This position provides complex administrative support to meet the City's legislative and records management requirements and services. Prepares minutes and other administrative documents. Acts as Payroll Liaison and performs administrative duties for department. Reporting relationship: Department Director.

Examples of Work

* Answers incoming calls from the public and directs caller to appropriate staff, department(s), and/or entity, based on the nature of the call and the information ascertained, and responds daily to the public and citizen inquiries; receives departmental mail and disseminates.
* Serve as point of contact for personnel related matters, including compliance with form completion and submittal requirements, while partnering with the City's Human Resources Department;
* Coordinate purchasing process and ensure compliance with established policies throughout the department; Acquire, distribute and store supplies;
* Coordinate supportive services in the department;
* Prepare and review operational reports and schedules to ensure accuracy and efficiency;
* Responsible for legal notice processing and publication in coordination with City Departments, governing laws, and deadlines; requires excellent communication and writing skills, accurate publications, monitoring of cost, and publishing to City website.
* Responsible for coordination with the Elections Administrator and Election Judges for city and non-city elections, schedule of conference rooms, delivery and pickup of election equipment.
* Responsible for application of proclamation policy and procedures related to proclamation requests, determining whether it meets criteria, and crafting applicable proclamation accordingly.
* Responsible for calendaring all public meetings and copying respective department liaisons, coordinating calendar scheduling of all conference meeting rooms including assisting departments negotiate dates and times; monitoring/coordinating with Facilities for room setups.
* Analyze internal processes and recommend and implement procedural or policy changes to improve operations;
* Administer and control budgets for contracts, equipment and supplies;
* Complete department highlights and annual report. Maintain department data;
* Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems;
* Perform other related duties as assigned;
* Subject to 24-hour recall.

Education, Experience, or Certification

Associate's degree in business administration, office technology or closely related field, from an accredited college or university, and a minimum of five (5) years of professional experience as an executive assistant or administrative assistant preferred.

Supplemental Information

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.

Roles & Responsibilities
:With a focus on excellent customer service, efficiency and time management, a well-organized Office Manager, in addition to overseeing and handling inbound and outbound communication with all customers, will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and task delegation. Below is a list of various specific duties, not limited in overall scope and subject to change:

• Reconcile sales software and accounting software transactions.
• Handle A/R and prepare deposits for bank run.
• Negotiate pricing with vendors to stay current in market place ongoingly.
• Manage the day to day operations of the staff Customer Service Rep. (if applicable)
• Answer inbound phone calls promptly during business hours. (if applicable)
• Pre-screen incoming leads/potential customers in a proper manner. (if applicable)
• Respond to any voicemails and/or messages from answering service. (if applicable)
• Manage and respond the inbound email correspondence and forward accordingly.
• Greet customers and all other visitors to the showroom promptly and professionally (if applicable).
• Schedule estimate appointments properly using the appropriate customer software.
• Quote product by telephone for potential new clients/customers.
• Assist Estimators with follow up on pending estimates by phone and/or email.
• Strategically schedule work appointments for Installation Techs, along with customers accordingly.
• Troubleshoot issue(s) from field if needed, working with GM/vendors and Technicians to find solutions.
• Check order confirmations from fabricators/vendors for size and pricing accuracy.
• Oversee proper filing of daily work orders and estimates.
• Process timesheets for payroll processing.
• Prepare Accounts Receivable and prepare deposits for bank daily.
• Reconcile sales software and accounting software transactions as required.

Qualifications & Educational Requirements
:

• 1-2 years’ residential glass experience (ordering, estimating, office/project management) preferred.
• HS Diploma or equivalent.
• 2 or 4-year college degree preferred.
• All candidates must pass initial background check and drug test.

Preferred Skills
:

• Excellent verbal/written communications skills.
• Microsoft Office proficient (Word, Excel).
• Experience with QuickBooks Online and web based software preferred.

Glass Guru is a franchise system. Each location is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of that franchise. All inquiries about employment at this franchise should be made directly to the franchisee, and not to Glass Guru Corporate.

\*EXPERIENCED OFFICE MANAGER/SCHEDULING COORDINATOR

\*Fast paced office

\*Works well independently with little direction

\*Highly organized

\*Scheduling of multiple technicians every day

\*Ability to multitask

*Proficient in MS Word, Excel, and Access, Effective communication, organization and planning skills.*

*DUTIES AND RESPONSIBILITIES: *
* Reviews, analyzes, and prepares reports, records, and directives, for management.
* Interact with customers to provide information in response to inquiries
* Administers support by conducting research, prepare statistical report.
* Responds and resolves customer complaints
* Assigns or delegates responsibility for specific work and administers policy
* Gives work directions, resolves problems, prepares schedules, and sets deadlines to ensure timely completion of work.
* Ensure effective ongoing training for employees. Monitor training efforts within the department and initiate remedies for inadequate training.
* Coordinates activities of department with related activities of other locations and employees to ensure consistency.
* Reviews costs and evaluates current procedures and practices to maintain and enhance profitable operation and improve efficiency. Makes recommendations for improvement to appropriate management.
* Prepares reports and records on departmental activities for management.
* Assists with plans for inter-office and outside sales program to develop new markets and promote improved and expanded services in area.
* Promotes available company services and products.
* Promote clean and safe working conditions.
* Knowledgeable and supportive of all company policies and directives.
* Perform the same activities as the workers they supervise
* Other duties and responsibilities that may be added or assigned by management.
*ESSENTIAL FUNCTIONS: *
* Evaluates job performance of office staff and initiates or recommends, disciplinary action, and development of office staff to management.
* Manage departmental office functions by providing direction and leadership to employees.
* Ensure high quality customer service.
* Trains, assigns duties and work schedules, and supervises the work of the office staff.
* Good supervisory and management skills.
* Good interpersonal and analytical skills.
* Uses administrative oversight to be sure that personnel and accounting records and reports are maintained accurately and on schedule.
* In the absence of both Department Manager and Operations Manager may provide direction and leadership of employees.
* Ability to maintain effective communication with employees.
* Ensure profitability of company services and products, including the development of a marketing plan with operation procedures for their department.
*EDUCATION: *
* Two year degree in business management, administration or related field OR any combination of education and experience demonstrating the required skill and knowledge for successful performance of assigned duties.
*CERTIFICATES, LICENSES, REGISTRATIONS: *
* Ability to obtain and renew any certificates, licenses, registrations required by law or management for the position.
*SKILLS REQUIRED: *
* Supervisory and/or managerial ability, be physically able to operate all modern office equipment. Proficient in MS Word, Excel, and Access. Effective communication, organization, and planning skills. Have the ability to obtain appropriate licenses as may be required for effective operation of the department.
*ABILITIES*:
* To perform this job successfully, individual must be able to perform each essential duty satisfactorily. The requirements listed are the representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to operate modern office equipment, phone systems, computer equipment; look at computer monitors routinely for extended periods; work is performed under typical office lighting, and the noise level is moderate. Lift and carry up to 50 lbs.

Work Remotely
* No

Job Type: Full-time

Pay: $19.50 per hour

Benefits:
* 401(k)
* Dental insurance
* Health insurance
* Vision insurance
Schedule:
* 8 hour shift

Work Location: One location