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Office Manager

10 December 2024•7 views

Overview
We are seeking a highly organized and motivated Office Manager to oversee the daily operations of our office. The ideal candidate will be responsible for ensuring efficient office management, supporting team activities, and maintaining a productive work environment. This role requires strong leadership skills, attention to detail, and the ability to manage multiple tasks simultaneously.
Priority Responsibilities

Manage daily office operations, ensuring a smooth workflow and efficient processes.
Manage local stock, including shipping of tooling or spare parts.
Utilize phone systems effectively to handle incoming calls and communicate with customers and team members, often by creating helpdesk tickets for customers when needed.
Manage parts and tooling tickets (preparing estimates for spare parts and delivery to customer using ticketing system helpdesk or CRM)
Manage shipping notifications and prepare invoices using QuickBooks to close out orders.
Support service team by managing service tickets, tracking KPS is daily meetings, dividing service tickets, preparing estimates for service or installation visits, scheduling visits directly with customers, obtaining purchase orders from customers before a visit, and/or obtaining reference numbers from global headquarters.
Schedule the daily service meetings, assist SM with input for agenda, track agenda, note important information and track follow up of actions where necessary.
Coordinate with project management or global service coordination to arrange engineers for installation visits.
Oversee team management, including scheduling, task delegation, and performance monitoring.
Maintain calendar management for executives and staff, scheduling appointments and meetings as necessary.
Serve as the front desk point of contact, greeting visitors and managing inquiries with professionalism.
Serve as a linking pin to third party accounting firm for all relevant matters and as a support to global finance team.
Manage credit control, ensure overdue invoices are limited to minimum by chasing customers to release payments within due dates.
Provide HR Support when requested (including involvement in hiring, firing, employment changes, retirement plan administration, and health benefit changes and renewals).
Wrap up service visits by reviewing hour sheets and expenses reports to invoice customers, including the need to follow up to ensure timesheets are entered in time and correctly by Service Engineers.
Act as contact/spokesperson for all location matters. (collection of mail, arranging lease renewals with current tenants, monthly rental billing, troubleshooting facility issues should they arise).
Complete weekly deposits of customers payments to local banking institution.
Transfer service team commitments from CRM tasks to service planning spreadsheet for the service manager to be aware of what needs to be planned, providing support to schedule visits with customers or by obtaining reference numbers when necessary.
Wrap up service visits by saving visit reports correctly, providing customer with a copy, and ensuring expenses and hours are submitted promptly.
Maintain work instructions related to all tasks, whether local tasks or linked to the international teams.
Perform clerical duties such as filing documents, managing correspondence, and maintaining office supplies.
Coordinate event planning for company meetings, team-building activities, and other organizational events.

Core Competencies

Proven experience in office management or a related field.
Strong team management skills with the ability to motivate and lead a diverse group of individuals.
Excellent schedule management capabilities to prioritize tasks effectively.
Proficiency in event planning with attention to detail for successful execution.
Familiarity with calendar management tools and techniques.
Experience in front desk operations with outstanding phone etiquette.
Knowledge of phone systems to facilitate effective communication within the office.
Strong organizational skills with the ability to handle multiple priorities in a fast-paced environment.

We invite qualified candidates who are eager to contribute positively to our team culture while managing essential office functions.