RH Foster Energy | ME,
The Employer has temporarily removed this postingOffice Manager
Position is responsible for customer service and the flow of daily office operations in the customer service group. Works with Corporate Credit to reduce past due debt while maintaining customer business/accounts. Supervises and leads the customer service representatives to ensure customers, both internal and external, receive accurate and excellent service.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
WORKPLACE SAFETY is the responsibility of all associates. Is responsible for ensuring all employees work in a safe manner by abiding by safety policies, procedures, and expectations, and by notifying management promptly of any unsafe conditions or concerns.
Maintains commitment to our Customer Promises by instilling and leading others in demonstrating "TEAMWORK AND POSITIVE ATTITUDE" and applying its meaning and purpose with all others, including but not limited to, employees, customers, and vendors.
Contributes to a CREATIVE and INNOVATIVE work environment by maintaining a culture where all employees can share ideas and suggestions that will enhance results of a particular process or function, job or department, or overall company.
Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Maintains office staff by recruiting, selecting, orienting, and training employees.
Maintains office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Works delinquent accounts for payment and/or payment arrangements.
Posts daily payments and adjusts (credit and debit) fees if necessary (branch-specific).
Researches problem accounts for accurate resolution.
Assists Customer Service Representatives (CSR's) with difficult accounts and problem resolution.
Supervises the CSR's in processing inventory receipts, movements and withdrawals, as well as reconciling deliveries and percentage of product remaining on the truck. Also supervises the CSR's in the processing of liquid product inventory (in/out).
Leads CSR's by example in providing excellent service.
Processes weekly payroll of CSR's and delivery personnel.
Maintains credit hold list (branch-specific).
Identifies and makes payment arrangements for COD customers.
Acts as a liaison for RHF when discussing accounts with existing and potential customers.
Assists CSR's in answering phones and responding to customer requests.
Changes customer delivery terms as needed.
Talks with customers by phone or in person to receive orders for products, services, or changes in services provided.
Sets up budgets, pre-buy and fixed pricing contracts with customers and enters the information into the computer.
Reconciles accounts for customers.
Reconciles customer payments and driver cash ups.
Reviews, codes and forwards purchase/expense invoices to Accounts Payable for payment.
Receives/generates credit applications from prospective customers and forwards to Corporate Credit.
Creates month-end reports, and special reports as requested for management review.
Produces and mails customer invoices and/or statements.
Directly supervises 4 to 6 employees in the Office. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
EDUCATION and/or EXPERIENCE
Associate's degree or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.