Office Manager

Company Overview: We are conducting a confidential search for an Office Manager for a growing, high volume, fast-paced residential services company. We seek to enhance our operations and deliver outstanding customer service, setting the standard in our field. We’re currently seeking a skilled and organized Office Manager to support our administrative and customer service functions, with a strong focus on CRM (Customer Relationship Management) and customer communication.

Job Summary: The Office Manager plays a pivotal role in ensuring seamless day-to-day office operations and excellent client experiences. This position is responsible for managing the company’s CRM system, coordinating scheduling, overseeing customer service functions, and ensuring all office processes align with company standards. The ideal candidate will be detail-oriented, tech-savvy, and passionate about providing exceptional customer service in a dynamic and fast-paced environment.

Key Responsibilities:

1. CRM Management & Data Integrity:

o Manage and maintain the company’s CRM system, ensuring accuracy and completeness of client information.

o Regularly update customer data, service history, and lead information within the CRM.

o Track and analyze CRM data to provide insights that support sales, scheduling, and marketing initiatives.

o Train and support staff in using the CRM effectively and troubleshoot issues as needed.

1. Customer Service & Client Communication:

o Serve as the primary point of contact for customer inquiries, delivering exceptional service through phone, email, and in-person interactions.

o Manage client scheduling and coordinate with field teams to align service appointments and ensure timely follow-up.

o Oversee client communications, including reminders, follow-ups, and satisfaction surveys to foster positive relationships.

o Address client concerns and resolve issues promptly, escalating to the appropriate department as needed.

1. Office Operations & Administration:

o Oversee general office functions, including inventory management, filing, and ordering supplies.

o Support HR processes, such as onboarding new employees and maintaining personnel files.

o Maintain office efficiency by implementing and refining systems and processes, ensuring alignment with company goals.

o Manage incoming and outgoing mail and ensure all documentation is organized and accessible.

1. Billing & Financial Support:

o Work with the finance team to manage invoicing, track payments, and handle customer billing inquiries.

o Assist in processing payments, reconciling accounts, and following up on outstanding invoices.

o Prepare regular reports for management on office performance, customer service metrics, and financial updates as needed.

1. Team Collaboration & Support:

o Act as a liaison between office staff, sales teams, and field crews to support smooth, coordinated operations.

o Assist in planning and coordinating team meetings, training sessions, and company events.

o Contribute to team projects and process improvement initiatives aimed at enhancing client experience and operational efficiency.

Qualifications:

· Proven experience in office management, customer service, or administrative roles, preferably within the tree care, landscaping, or service industry.

· Proficiency in CRM software and Microsoft Office Suite (Word, Excel, Outlook).

· Exceptional organizational, time management, and multitasking skills.

· Strong verbal and written communication skills, with a focus on delivering positive client experiences.

· Ability to work independently and collaboratively with team members across departments.

· Familiarity with billing, invoicing, and basic financial processes is preferred.

Benefits:

· Competitive salary based on experience

· Health, dental, and vision insurance options

· Retirement plan with company match

· Paid time off and holidays

· Opportunities for professional growth and development