Office Manager

Job Title : Office Manager

Reports To : General Manager

Payroll Status : Exempt

Supervise: Customer Service Representatives and Senior Customer Service Representatives

Job Summary: The Office Manager is responsible to plan and direct the activities of the Customer Service Department to meet customer needs and to satisfy company objectives. This role will develop procedures, establish standards, and administer activities to ensure the timely delivery of products to our customers while providing excellent customer service with prompt and effective responses to all inquiries.

Essential Function / Duties / Responsibilities

• Supervise office staff by coaching, counseling, and disciplining employees. Planning, monitoring, and appraising job results. Coordinating training and cross-training of staff.
• Ensure daily activities of staff are completed accurately and timely following defined procedures and policies ensuring customer service standards are met.
• Maintain documented customer servicing procedures for inbound/periodic/outbound operations ensuring accuracy and compliance with Vertical Cold Storage standard operating procedures.
• Supervise export compliance, understand processes, and maintain documentation and communication between all affected personnel, USDA, and customers. Validate accuracy, timeliness, and compliance with mandated guidelines.
• Ensure the billing audit process is completed on inbound/outbound shipments promptly utilizing the rates and practices of customers.
• Ensure accounts receivable are followed up on in a timely fashion; contact past due customers to ascertain payment.
• Responsible for creating and issuing daily, weekly, and monthly invoices to our customers.
• Collaborate departmental workflow between warehouse, production, office, and corporate administrative departments.
• Maintain a safe working environment by following safety rules and regulations.
• Identify, report, and assist in the resolution of computer, telephone, and related problems.
• Support Human Resource operations ensuring appropriate documents are accurately completed and maintained in personnel files while maintaining confidentiality.
• Support assigned duties of the General Manager to assist in the business of the facility.
• Support assigned duties of management to assist in the business of the facility.
  
  

Job Qualifications - Education And Experience

• High school diploma or GED required.
• AA degree preferred.
• 2-3 years office management experience required; previous direct reports.
• 2-3 years’ customer service experience required.
• Prior warehouse/distribution experience preferred.
• Proficient in WMS, Excel, Word, and Outlook.
• Proven leadership abilities.
• Basic accounting skills.
  
  

Physical Requirements: While performing the essential functions of this job, the associate will work in an office environment with prolonged work schedules.

Vertical Cold Storage is an EOE/M/F/D/V

Drug Free Workplace