Talent.com
Office Manager

Office Manager

Siding Solutions LLCPleasant Grove, UT, US
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Job Summary :

  • The Office Manager will play a crucial role in overseeing office functions and assisting in administrative tasks that overlap with the finance, production, and sales departments. They will facilitate communication between departments, manage billing, accounts payable and receivable, and contribute to organizational development initiatives.

Responsibilities :

  • Administrative Assistance :
  • Manage the office phone and resolve customer inquiries.
  • Set appointments and categorize emails, reflecting our commitment to Integrity through honest communication.
  • Organize information, log necessary items in our CRM (Buildertrend), and maintain server files.
  • Oversee fleet management and ensure files, insurance, and registrations are up to date.
  • Finance Assistance :
  • Accounts Payable :
  • Record bills / expenses in QuickBooks and organize purchase orders.
  • Obtain approvals for bills and make payments while recording in QuickBooks.
  • Accounts Receivable :
  • Send invoices to customers and deposit checks at the bank.
  • Record received payments in QuickBooks, following up with clients for payment as needed.
  • Develop a method for tracking billing dates for open jobs.
  • Keep track of all expenses and produce financial reports.
  • Sales Assistance :
  • Manage initial lead inquiries, including calling new leads and scheduling appointments.
  • Maintain calendar (Outlook) for the sales team.
  • Act as a liaison between customers and the sales department as needed, embodying our core value of Customer Focus by creating lasting relationships.
  • Production Assistance :
  • Assist in data collection for the production team.
  • File preliminary liens and lien waivers.
  • Create jobs in QuickBooks as directed and assist with change orders and payment organization, ensuring Quality in every detail.

    • General Expectations :

  • Improve communication, structure, and transparency across departments.
  • Foster an environment where goals are measurable, responsibilities are clear, and employee productivity is enhanced.
  • Contribute to the company's ability to predict growth and forecast changes, driving
  • Innovation and transformation.
  • Have initiative and self-propel your training and development. Training is limited but the ceiling for growth is extremely high.

    • Qualifications :

  • Proven experience as an Office Manager, Administrative Assistant, or similar role (construction or trades industry preferred)
  • Strong organizational skills and ability to multitask in a fast-paced environment.
  • Comfortable using Quickbooks Online, Microsoft Office, Google Workspace, and construction / project management software
  • Strong written and verbal communication and interpersonal skills
  • Proficient in QuickBooks; understanding of Oracle and Procore is a plus.
  • Able to work independently and take initiative in a small team environment
  • Bilingual (English / Spanish) is a plus but not required

    • Why Join Us?

  • Be part of a dynamic team in a growing company where your contributions will make a significant impact. We are committed to being a beacon of hope in our communities while leading with a heart of service. We offer competitive pay, opportunities for professional growth, and a supportive work environment that embodies our core values.
  • We look forward to welcoming a new member to our team who is eager to contribute to our success while embodying our core values.

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    Office Manager • Pleasant Grove, UT, US