Overview
The Office Manager serves as the administrative backbone of Koala Insulation's operations, providing comprehensive support to the owner and general manager while ensuring smooth daily business operations. This pivotal role combines traditional office management with enhanced responsibilities in human resources, financial operations, customer service, and marketing support. The position requires exceptional organizational skills, the ability to manage multiple priorities, and a proactive approach to business administration. This job comes with a cape for the Superhero who can do most of this, reasonably well, a high proportion of the time!
Traits
- Exceptional organizational abilities
- Strong attention to detail
- Professional and positive demeanor
- Self-starter mentality
- Excellent written and verbal communication
- High degree of confidentiality
- Problem-solving mindset
- Multi-tasking capabilities
- Service-oriented attitude
Skills & Qualifications
- 3+ years of office management experience
- Familiarity with QuickBooks Online
- Advanced skills in Microsoft Office Suite (Excel, Word, Outlook) or equivalent
- Experience with CRM systems (ServiceMinder, Housecall Pro and other custom solutions)
- Human resources administration background is a plus
- Knowledge of digital marketing tools / Social Media is a plus
Day-to-Day ActivitiesFinancial Management
- Process accounts payable and receivable
- Manage vendor relationships and payments
- Handle expense reports and reimbursements (rare)
- Assist with budget tracking and reporting
- Use templates to prepare financial reports for management review
- Coordinate with external accountant/bookkeeper
- Monitor and reconcile bank accounts
- Process credit card payments and reconciliations
Human Resources Administration
- Assist with recruitment process and job postings
- Assist with new hire onboarding process and documentation
- Maintain personnel files and documentation
- Process bi-weekly payroll
- Track employee time off and attendance
- Assist with benefits administration
- Maintain employee handbook and policy documentation (infrequent)
- Coordinate employee training schedules
- Track certifications and licensing renewals
Customer Service & Sales Support
- Answer incoming calls and emails professionally
- Process customer service requests and inquiries
- Manage customer database and documentation
- Handle customer feedback and reviews
- Process customer mailings and communications
- Support estimation team with proposal preparation
- Track and follow up on outstanding quotes
- Coordinate warranty claims processing
- Manage customer satisfaction surveys
Operations Support
- Schedule and coordinate team meetings
- Maintain office supplies and inventory
- Coordinate equipment and vehicle maintenance schedules
- Manage office technology and software subscriptions
- Organize and maintain digital and physical filing systems
- Coordinate with IT support providers
- Process and track permits and licenses
- Manage office security systems and access
- Coordinate facility maintenance and repairs
Marketing & Business Development
- Assist with local marketing initiatives
- Manage social media accounts
- Update website content (infrequent)
- Coordinate email marketing campaigns
- Track marketing metrics and prepare reports
- Manage promotional materials inventory
- Coordinate trade show and event logistics
- Process customer referral programs
- Maintain marketing calendar
Calendar & Schedule Management
- Coordinate owner and general manager schedules
- Schedule customer appointments
- Manage team calendars
- Coordinate crew scheduling with operations
- Plan and organize company events
- Schedule and prepare for business reviews
Compliance & Documentation
- Maintain required business licenses and permits
- Track insurance documentation
- Maintain OSHA and safety records
- Ensure vehicle registration compliance
- Manage warranty documentation
- Keep training certifications current
- Track and maintain equipment certifications
Position Level
This position reports to the General Manager and works closely with the owner and all department heads.