OFFICE MANAGER
Armadillo Painting, a residential, commercial and multi-family painting company based on the Eastside, is looking for an organized and customer-focused Office Manager to join their team.  Established in 2005, Armadillo Painting has a respected reputation with a large following of repeat and referred clients.  We are focused on delivering the highest value and superior results for our customers, and in return offer employees competitive compensation and benefits and a professional and team-oriented working environment.   

We are seeking to immediately fill our Office Manager position that will be responsible providing the first impression to every customer. The Office Manager will provide exceptional service, and to assist with scheduling, relationship management, general office and marketing activities.

Duties and Responsibilities include:

Relationship Management:
  • Help make the customer experience exceptional by providing excellent communication, service, and follow up
  • Make follow up call 1 week after the project is complete for all residential customers to ensure satisfaction
  • Manage customer referral program
  • Purchase misc. special gifts for customers when needed and prepare gifts for networking visits
  • Manage customer mailing list and manage procurement and delivery of holiday gifts
  • Occasionally attend networking meetings

Reception, Customer Service, Scheduling:
  • Answer phones and respond to phone and email inquiries and share with prospective customers information about services and current promotions.
  • Screen calls and visitors. Direct office visitors as needed. Track meeting and activity schedule of others in office to direct visitors away as needed if arriving during meeting/busy times.
  • Use company CRM to enter all leads, appointments, and customer communication.
  • Participate in weekly Friday 7am schedule meetings during residential and multifamily portion
  • Communicate to customer schedule changes, customer service, updates as needed and at direction of project manager and monitor status of all jobs
Residential/Retail Accounts Receivable:
  • Prepare and send out final invoice. Add change orders on invoice as needed. Monitor punch list completion with project manager and make sure final invoice is sent when punch list is completed, and project is 100% signed off (sign off form) Courtesy call when final invoice hasn’t been paid in 3 days.
  • Process any payments by phone as needed
  • Send out deposit invoice when job is sold and make courtesy call when sent
  • Send out progress invoices as needed
  • Review AR report every Wednesday and make courtesy calls for invoices that were sent the prior week. Submit AR report to owner with follow up notes every Wednesday
  • Issue any credit memos as needed

General Admin and Company Communication:
  • Schedule meetings as needed at request of owner
  • Manage Amazon wish list for employees (for office supplies)
  • Maintain office stocked with office supplies
  • Maintain stock of business cards, yard signs, stickers for paint cans, equipment stickers, brochures, presentation folders, door hangers, mugs
  • Ensure office environment remains clean and presentable
  • document tasks completed to build company policies and SOP manual for all roles.
Enter new vendors, suppliers, contacts into CRM.
  • Contact other service providers as needed and manage appts for office – trees, plumber, etc.
  • Plan company events
  • Assign alarm codes to employees as needed
  • Coordinate with web company to provide up to date information and/or photos
IT Management:
  • Manage IT-computers, printers, phones – Email or call IT Person when service is needed
  • Manage company email storage assignment and email creation.
  • Special projects – work with IT professionals to implement new platforms that integrate with CRM
  • Manage email and computer passwords for company
  • Assist employees in setup of email on phone/computer, CRM profile setup, Wunderlist setup, google drive and calendar setup
  • Identify IT additional IT needs and collaborate with owner and IT vendor to implement
Skills/Qualifications:
  • Ability to learn and operate company CRM, Wunderlist set up, Google Drive and Calendar set up. Implement process improvement procedures as needed
  • Proficient in Microsoft office – outlook, word, and excel
Education/Experience
High School Diploma
 
  • 3-5 years progressively increased responsibility working in a professional office environment.
  • Does not supervise others.

This job is Hourly position, Monday through Friday, 8a-5p

Benefits:  Medical, PTO, paid holidays and Retirement plan


Armadillo Painting is an Equal Opportunity employer.


 

This is a non-management position
This is a full time position

Subscribe to be notified of new jobs

Personal Information




Attachments

Other Information