Admin/Office Manager

$31,200 - $37,440/Yr

Unclassified - Moultonborough, NH

Part-time

Moultonborough, NH

About the position

The Office Manager (OM) role is critical to the smooth operation of Wise Coatings, serving as the primary information hub for field technicians and ensuring efficient scheduling and communication. The OM is responsible for tracking important data and metrics, handling accounts receivable, and ensuring that all customers have an exceptional experience with the company. This includes friendly and proactive communication, as well as effective complaint resolution. The position requires a commitment to a 20-40 hour work week, typically Monday through Friday from 8 AM to 4:30 PM, with the possibility of being on call during busy seasons on Saturdays. The OM will work closely with the Owner/CEO, Operations Manager, and Sales Manager to coordinate various tasks and ensure smooth operations. In this role, the OM will answer all general inbound phone calls, SMS, instant messages, and office emails, coordinating with Operations Managers and Crew Leaders to address call-backs, equipment retrieval, and job updates. The OM will also engage in over-the-phone sales using company-provided scripts and pricing options. Scheduling is a key responsibility, where the OM will maximize daily scheduling and routing to meet production goals, handle reschedule and cancellation requests, and master the CRM system for effective dispatching. Administrative duties include managing the client database, preparing and filing necessary paperwork, onboarding new hires, and managing recurring meeting schedules. The OM will also be responsible for creating and sending invoices, ensuring jobs are marked complete, and sending reminders for overdue invoices. A strong focus on customer experience is essential, as the OM must juggle multiple tasks while maintaining a positive demeanor and proactive decision-making skills. The ideal candidate will share the vision of Wise Coatings and work collaboratively with the team to achieve company goals.

Responsibilities

• Answer all general inbound phone calls, SMS, instant messages, and office emails.
• Coordinate with Operations Managers to address call-backs and equipment retrieval.
• Coordinate with Crew Leaders to update job details, change orders, and scheduling changes.
• Respond to all online reviews.
• Engage in over-the-phone sales using company provided scripts, pricing, and service options.
• Maximize scheduling and routing each day to meet production goals.
• Handle reschedule and cancellation requests promptly and efficiently.
• Master the CRM system for use in scheduling, routing, and dispatching.
• Manage client database and records.
• Prepare, confirm, and file forms and paperwork as needed.
• Manage new hire onboarding documents.
• Manage recurring meeting schedule.
• Populate Percentage Pay Sheet spreadsheet with accurate data.
• Create and post content on social media platforms on a weekly basis.
• Create, edit, and send invoices when jobs are complete.
• Ensure jobs have been marked complete and are ready to be invoiced.
• Make necessary adjustments to work orders based on feedback from Operations Manager and Crew Leaders.
• Send weekly reminders for overdue invoices.
• Take payments via credit card through CRM system over the phone.
• Prepare weekly A/R Aging Report for General Manager.

Requirements

• Strong organizational skills and ability to juggle multiple tasks.
• Efficient use of time and resources.
• Positive and friendly demeanor, even in challenging situations.
• Confidence in personal ability and proactive decision-making.
• Collaborative mindset when working with the team.
• Commitment to providing exceptional customer service.

Benefits

• Paid time off
• Holiday paid time off