Office Manager

Location: NJ

Department: Business Operations

Type: Full Time

Min. Experience: Manager/Supervisor

Position Summary:

Ensure office runs smoothly; supervise customer service staff; and work closely with customers, accounts and internal departments to ensure orders are processed in a timely manner and customer service-related problems are resolved.

Essential Duties and Responsibilities:

  • Order Processing/Customer Maintenance.
  • Work as a team with customers, shipping, receiving, and management to ensure processing of orders runs smoothly.
  • Assure receipts are entered and billed properly and that orders flow evenly to warehouse.
  • Process inspection orders, cancelled orders & credit memos.
  • Monitor and place orders for all forms, office supplies & labels.
  • Solve day-to-day customer service problems (i.e. data entry errors, customer complaints and questions, etc.)
  • Perform data entry functions.
  • Enter and process billing on a daily basis.
  • Set up new customers and coordinate codes with accounting.

Human Resource Management:

  • Train/supervise customer service staff including: maintaining personnel records, delegating and supervising work, maintaining employee performance logs and appraising performance, disciplining and resolving problems, implementing policies and procedures, etc.
  • Facilitate team environment and motivate others.
  • Ensure established service standards are followed.
  • Work with management to resolve issues. 

Reporting:

  • Run various reports for the General Manager and Sales Manager.
  • Process and review daily sales numbers to corporate accounting.
  • Review and update open order reports.
  • Coordinate month-end and mid-month renewals and accessorials with accounting.

Office/Process Management:

  • Monitor supplies for office as well as faxes, printers and copy machine
  • Monitor that mail is processed promptly and efficiently
  • Troubleshoot all computer and phone problems before reporting to IT
  • Comply with and ensure compliance with Company policies.
  • Perform other duties and responsibilities as needed.

Education/Experience:

  • High School Diploma or general education degree (GED) with 3-5 years of related experience; or an equivalent combination of relevant education and experience.
  • College degree and supervisory experience preferred. 
  • Experience with EDI order software desirable.

Knowledge, Skills and Abilities:

  • Detail oriented; organized
  • Strong analysis and decision making ability.
  • PC proficiency with knowledge of Word, Excel, Outlook.
  • Strong leadership, supervisory, time management and delegation skills.
  • Ability to multitask, prioritize and change direction mid-stream.
  • Ability to work in a team environment as well as independently.
  • Excellent oral and written communication skills; telephone manner and interpersonal skills.
  • Ability to learn and excel with in-house warehouse management system.
  • Strong problem solving skills with ability to visualize a problem and find solutions.
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