We are seeking an Office Manager to organize and coordinate administrative duties and office procedures, fostering a productive, positive, and safe work environment. Check out our Core Values here • Company: Black Magic Chimney Company Type & Location: Onsite in Manchester, VT Position: Office Manager Classification: Non-Exempt, Full-time Compensation: $25.00/ per hour Office Manager responsibilities include impeccable customer service skills to both internal and external customers and providing general administrative support to our employees. A successful Office Manager should have experience with a variety of office software (email, spreadsheets and databases), and be able to accurately handle administrative duties. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation. Responsibilities
- Scheduling: Maintain a dispatch schedule for field technicians to achieve maximum customer satisfaction and company profitability.
- Manage office supplies inventory and ordering. Review supplies, equipment and inventory, and replenishing as needed.
- Answer phones and emails from customers and clients, and directing them to relevant staff.
- Maintain communications with Operations Manager to maintain strong field team productivity and efficiency.
- Coordinate with Facilities/Warehouse Manager to ensure job schedule goes smoothly with minimal lost time and rescheduling.
- Responsible for key performance metrics of the CSR's (Customer Service Rep) and Dispatch team.
- General office operations: Overseeing office operations and procedure, and reporting to and working with management.
- Responsible for creating, sending, and processing invoices.
- Maintain proficiency in the CSR duties, functioning as a CSR at times which may include phone operation and dispatch, and other duties to fill the voids when CSR team is booked.
Qualifications and Requirements
- Proven experience in an administrative leadership role.
- Proficiency in Google Workspace (Gmail, Docs, Sheets, Meet); familiarity with Service Titan is a plus.
- Excellent time management, multitasking, and prioritization skills.
- Strong attention to detail and problem-solving abilities.
- Ability to diplomatically navigate demanding situations and requests.
- Outstanding written and verbal communication skills.
- Exceptional organizational and planning capabilities in a fast-paced environment.
- Creative mindset with the ability to suggest and implement improvements.
- Ability to manage multiple projects and meet deadlines.
- Excellent interpersonal skills with the ability to build relationships with coworkers and customers.
- Strong organizational skills and the ability to work both independently and as part of a team.
- Creative and strategic thinking with a proactive approach to problem-solving.
Benefits: Full-time employees are eligible to enroll in the benefits and IRA after 30 days of employment. Employees are also eligible for Paid Holidays and accrual of Paid Time Off. If you are a motivated individual with strong management and administrative skills, we encourage you to apply! To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions. Cognitive Skills: Ability to read, write, compose; proposals, documents, and emails, and verbally communicate effectively and professionally with coworkers and the public. The employee is frequently required to speak over the phone, use written communication, send emails, use math skills, and use a computer. Physical Demands: While performing the duties of this job, the employee will frequently be required to sit at a desk and will occasionally be required to be on their feet, walking and standing. The employee will occasionally be required to reach, handle (hold, grasp, turn, or otherwise work with hand or hands), finger (picking, pinching, fine manipulation). The employee is occasionally required to bend, squat, climb stairs, push, and pull. The employee will occasionally be required to lift and/or move between 5-25lbs and minimally required to lift and/or move between 25-50+lbs. Work Environment: This position is conducted in an office setting with environmental controls, with both natural and LED light. While performing the duties of this job, the employee may be exposed to noise, and occasionally dust. The employee will also experience various seasonal temperatures and elements while attending Staff Meetings, connecting with colleagues, or retrieving packages. Black Magic Chimney Sweeps is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other protected status in accordance with applicable federal, state, and local laws. We encourage all qualified individuals to apply for employment opportunities.