Office Manager

Summary

Job Description

The Office Manager plays a pivotal role in leading all office operations and ensuring timely delivery of all office process functions. This position involves a diverse range of responsibilities, from scheduling and customer service, to providing team leadership & employee development; quality control of job documentation/service guidelines, financial administration, compliance documentation, communication support, and other duties as necessary.

Compensation & Benefits:

• $30/Hour
• Medical, Dental, Vision Insurance w/ Employer Contribution (After 90 Days)
• NYS Paid Sick Time Accrual (40 Hours Annually)
• 5 Days Paid Vacation after 1 Year, 10 Days Paid Vacation after 2 Years
• Paid Holidays: New Years Day, Memorial Day, Independence Day, Labor Day, Thanksgiving & Christmas
• 401K Plan with Employer Match (Eligible after 1 Year employment)
• Full Time, 40 Hours Weekly
  
  

Primary Responsibilities

• Manage office team including Job File Coordinators, Administrative Assistants, Receptionist/Dispatchers, Construction Coordinators
• Maintain professional office culture
• Ensure office processes and work flow is adhered to with commitment to quality control; update processes as needed.
• Coordinate franchise interdepartmental communication and activities.
• Ensure delivery of appropriate training to all office personnel.
• Plan and facilitate monthly team meetings.
• Monitor National Accounts program compliance.
• Monitor and manage 3rd party compliance
• Manage subcontractor certifications, insurance, and other documentation needs.
• Manage and disposition lead sources.
• Act as the Subject Matter Expert for all office related technology and processes.
• Establish processes to ensure office Key Performance Metrics (KPM) meet franchise goals/targets.
• Identify departmental needs
• Develop and maintain office division annual plan and manage performance.
• Perform afterhours office compliance tasks; ie. Hit appropriate time stamps after hours to ensure job compliance with time frame
• Assist Senior Leadership Team as needed.
  
  

Oversight & Management of the following Tasks/Responsibilities:

• Assist with customer service and management of the customer experience
• Monitor and ensure client requirements are followed
• Oversee that lead/jobs are entered into the operating system and make sure all information in the project is correct
• Ensure all Jobs are updated and maintained in the third-party programs
• Ensure all JFCs and CCs Educate customers on construction/ mitigation job process
• Review and validate project file documentation – Troubleshoot with JFC as necessary
• Maintain customer and client communications as necessary
• Ensure JFC’s have all paperwork complete with customer and client
• Acquire proper permits as necessary and ensure all correct procedures are being followed with local municipalities
• Ensure Construction Project schedule and timelines are updated by JFC
• Assist identifying and qualifying resource providers
• Ensure Work-in-Progress (WIP) report is maintained by CC for Construction Division
• Prepare project reports as requested/ delegate as needed
• Ensure office personnel review file documentation and update as necessary
• Ensure project close-out and collections are completed in a timely manner from Office personnel
• Perform duties of JFC or CC as necessary for storm response/ and high call volume events
• Additional responsibilities as needed to ensure a high functioning office environment
  
  

Necessary Skills and Experience:

• 5 year(s) of office management experience
• Management experience in service oriented business/ or similar industry preferred, not required.
• Experience in building a strong team with tangible leadership skills
• Solid organization and planning capabilities, strong attention to detail
• Strong ability to unique problem solve and provide resolution based solutions.
• Demonstrated history of ability and growth in managing an office environment
• Outstanding written and verbal communication skills, including proper pronunciation, grammar, and a consistently courteous and professional tone of voice at all times
• Friendly, customer service forward attitude
• Very self-motivated and goal-oriented with ability to multi-task
• Capability to work in a fast-paced, team-oriented office environment
  
  

Formal Education and Training:

• Associates Degree, Bachelor's Degree Preferred
• Restoration or Construction Industry related certifications (Preferred, not required)
  
  

Company Description

SERVPRO - Franchises of Broome County, Tompkins & Tioga Counties, Elmira/Chemung County and Watkins Glen/ Schuyler County, Cortland & Chenango County, Corning, Bath and SERVPRO of Susquehanna, Bradford and Tioga Counties, has been serving our local community and the surrounding counties for over 30 years. We are a locally owned and family operated business and have a team of professionals ready to assist Business & Homeowners at all times. We understand the stress and worry our customers experience with a fire or water damage and the disruption it causes in their life, and home or business. Our goal is to help minimize the interruption and get back to normal as soon as possible. We are an all-in-one service provider for cleaning, restoration, and construction needs.

SERVPRO - Franchises of Broome County, Tompkins & Tioga Counties, Elmira/Chemung County and Watkins Glen/ Schuyler County, Cortland & Chenango County, Corning, Bath and SERVPRO of Susquehanna, Bradford and Tioga Counties, has been serving our local community and the surrounding counties for over 30 years. We are a locally owned and family operated business and have a team of professionals ready to assist Business & Homeowners at all times. We understand the stress and worry our customers experience with a fire or water damage and the disruption it causes in their life, and home or business. Our goal is to help minimize the interruption and get back to normal as soon as possible. We are an all-in-one service provider for cleaning, restoration, and construction needs.