Office Manager

Position Overview: As an Office Manager at Chem Master Restoration, you will play a crucial role in ensuring the smooth and efficient operation of our office. With your strong organizational skills, bookkeeping expertise, scheduling proficiency, and Microsoft Office experience, you will support our team of technicians and management in providing exceptional cleaning and restoration services to our customers. You will oversee office administration, financial tasks, scheduling, and assist in maintaining accurate records and documentation.

Duties and Responsibilities

Office Management: Oversee day-to-day office operations, including managing correspondence, mail, and office supplies. Maintain a well-organized filing system for documents, contracts, and records, ensuring easy retrieval. Coordinate office equipment maintenance and repairs and liaise with relevant service providers. Ensure a tidy and welcoming office environment, promoting professionalism and productivity.

Bookkeeping: Perform various bookkeeping tasks, including invoicing, accounts receivable, and accounts payable. Maintain accurate financial records and documentation using appropriate software and tools. Reconcile financial statements, bank statements, and credit card statements on a regular basis. Assist in preparing financial reports, budgets, and forecasts as required.

Scheduling: Coordinate and manage technician schedules and appointments, ensuring optimal efficiency. Oversee customer appointments, ensuring timely and accurate communication between technicians and customers. Update and maintain the scheduling system, reflecting any changes or cancellations promptly. Collaborate with the operations team to ensure adequate staffing and resources for each project.

Administrative Support: Provide administrative support to the management team, including calendar management, meeting coordination, and travel arrangements. Assist in the preparation of presentations, reports, and documents using Microsoft Office applications. Prepare and distribute internal communications, memos, and company-wide announcements. Respond to customer inquiries, provide exceptional customer service, and redirect calls as appropriate.

Qualifications

• Proven experience as an office manager or in a similar administrative role.
• Strong bookkeeping skills and working knowledge of various bookkeeping software.
• Proficient in using Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Attention to detail and high accuracy in record-keeping and financial tasks.
• Ability to handle confidential information with integrity and discretion.
• Experience in scheduling and coordinating appointments is desirable.