Office Coordinator

Roles & Responsibilities:

With a focus on excellent customer service, efficiency and time management, a well-organized Office Manager, in addition to overseeing and handling inbound and outbound communication with all customers, will be responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control and task delegation. Below is a list of various specific duties, not limited in overall scope and subject to change:

• Reconcile sales software and accounting software transactions.
• Handle A/R and prepare deposits for bank run.
• Negotiate pricing with vendors to stay current in market place ongoingly.
• Manage the day to day operations of the staff Customer Service Rep. (if applicable)
• Answer inbound phone calls promptly during business hours. (if applicable)
• Pre-screen incoming leads/potential customers in a proper manner. (if applicable)
• Respond to any voicemails and/or messages from answering service. (if applicable)
• Manage and respond the inbound email correspondence and forward accordingly.
• Greet customers and all other visitors to the showroom promptly and professionally (if applicable).
• Schedule estimate appointments properly using the appropriate customer software.
• Quote product by telephone for potential new clients/customers.
• Assist Estimators with follow up on pending estimates by phone and/or email.
• Strategically schedule work appointments for Installation Techs, along with customers accordingly.
• Troubleshoot issue(s) from field if needed, working with GM/vendors and Technicians to find solutions.
• Check order confirmations from fabricators/vendors for size and pricing accuracy.
• Oversee proper filing of daily work orders and estimates.
• Process timesheets for payroll processing.
• Prepare Accounts Receivable and prepare deposits for bank daily.
• Reconcile sales software and accounting software transactions as required.

Qualifications & Educational Requirements:

• 1-2 years’ residential glass experience (ordering, estimating, office/project management) preferred.
• HS Diploma or equivalent.
• 2 or 4-year college degree preferred.
• All candidates must pass initial background check and drug test.

Preferred Skills:

• Excellent verbal/written communications skills.

• Microsoft Office proficient (Word, Excel).

• Experience with QuickBooks Online and web based software preferred.

• Eligibility for company benefits is optional and contingent upon completion of an initial employee probationary period.