Office Manager

Office Manager

Ace Hardware Painting Services of Denver is the newest addition to the Ace Hardware family in Denver Colorado. We are seeking a highly organized and detail-oriented individual to join our team as an Office Manager. As a critical part of our management team, the Office Manager will play a pivotal role in ensuring we deliver exceptional customer service, quick follow up and efficient scheduling. To be successful in this role, you should have a detailed understanding of the full Microsoft Office suite, understand CRM systems, have great time management skills and be able to act without guidance.

This is an office position that handles the duties of team communication, customer relations, scheduling and detailed entry into Service Titan. This position will require you to take incoming calls, make outgoing calls, update documentation, and assist with creating a positive office environment for the entire team.

Key responsibilities include:

• Answer all incoming calls and handle all customer inquiries
• Systematically make all outbound calls to follow up with customers in coordination with the sales team, the production team, paint crews, and color consultants
• Responsible for scheduling estimates or projects, confirm availability of inventory and place orders with supplies
• Confirm that the correct materials and inventory for jobs scheduled
• Contact customer and assigned contractors to confirm the scheduled time
• Assist the production team with ordering and tracking material purchases for projects
• Communicate with the customers about their schedule, inquiries on job status, and address any complaints or problems with accurate accounting of these conversations and agreed upon schedules by documenting all calls and activities into Service Titan
• General admin tasks (i.e. update office supplies, filing, send thank you notes and general office duties)
• Confirm that jobs are complete and final billing are accurate by processing invoices to customers, process vendor paperwork and outbound calls to collect any Accounts Receivable
• Maintain a conversion rate of 80%, review and rate calls on a daily basis to improve performance
• Any additional duties as requested by the team, with appropriate training
• Make proactive decisions to improve and ensure an efficient workflow and smooth running of the business by communicating opportunities and updates as they arise.

Essential skills include:

• Customer service experience and strong communication skills.
• Strong organization and time management.
• Flexible and adaptable.
• Detail and safety oriented.
• Excellent rapport building
• Active Listening

Qualifications include:

• 3+ years experience in the painting industry Paint materials knowledge. Painting estimating software knowledge
• Previous experience working as an Office Manager in the paint or construction industry preferred
• Customer service: 3 years (Required)
• Ability to legally work in the U.S.
• Must be able to demonstrate your detail-oriented data entry skills
• Proficiency with Microsoft Office 365
• Bilingual in English/Spanish (Preferred)
• ServiceTitan experience a plus
• Active Driver's License, insurance, and clear driving record

Job type: Full-time

Pay: $25/hour based on experience