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Office Manager

Luxury Bath Technologies is one of the fastest growing brands in the acrylic bath remodeling industry.  In 2016, we celebrated our 25th anniversary in business and we are looking for quality people to join our winning team.  Our goal is simple, to beautify bathrooms across North America by manufacturing and installing attractive, durable and maintenance-free bath remodeling fixtures. Thereby, we enrich the lives of those we touch.

Position: Office Manager

We are seeking to hire an Office Manager at our Valencia, California location.  The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

RESPONSIBILITIES

  • Serve as the point person for Installers, designers and Production manager
  • Organize calendar with appointments, shows and events, Installations and service calls and personal time off.
  • Manage relationships with suppliers ensuring that communication is open and serve as the point person for escalations
  • Organize/ Develop office operations and procedures
  • Manage filing systems and record management
  • Respond to customer enquiries and complaints
  • Collaborate daily with staff and management
  • Maintain Showroom appearance
  • Maintain a positive office environment

DUTIES AND EXPECTATIONS

  • Be at work on time.
  • Stay until your scheduled shift ends, do not leave early.
  • Know the product; be able to discuss with potential customers all product information. 
  • No personal phone calls or Texts (keep this to a minimum and for emergencies)

Daily Duties

  • Check messages on phone and email
  • Check appointments in Lead Perfection/prepare for call backs, confirmations or reschedules
  • Call on leads to schedule appointments
  • Call on Tomorrows appointments to confirm with customer
  • Verify shipments to packing list for accuracy. Handle any problems or issues
  • Update customer folders with acceptance date
  • Mark your boxes with customer name
  • File the packing list

Coordinate with Production manager next week’s installs and service orders

  • What jobs/service calls, need to be scheduled
  • What jobs/service calls, are scheduled
  • Coordinate schedule for plumbers and electricians
  • Update Production in LeadPerfection
  • Prepare customer folder for installer, to include customer letter, copy of contract and notes, certificate of completion and maintenance sheet.  Also provide one squeegee per bathroom.
  • Give production manager customer folder
  • (This is to prepare the Production manager on what jobs need to be put together for the installers in the upcoming week)

Review new contracts with Production manager to prepare for ordering

  • Put customer folder together, to include a folder check sheet
  • Place your orders with suppliers
  • Update your folder check sheet
  • Update production tabs in LeadPerfection (general, dates, Payments, Commissions, Job cost)
  • Contact customer to advise them that order has been place and provide customer with time frame of possible install date

After Installation

  • Production manager will review and provide Office Manager with certificate of completion and copy of check if check was used for final payment
  • Scan certificate to be kept in a document folder on your computer
  • Update Production in LeadPerfection (General, Dates, Payments, Commissions, job cost of installer’s,  plumbers and electrician
  • File folder

Maintain office records

  • Design filing systems
  • Ensure filing systems are maintained and up to date
  • Define procedures for record retention
  • Ensure protection and security of files and records
  • Ensure folders are maintained in a neat and orderly fashion

Leads (Goal is 70% or higher conversion rate)

  • Maintain all information entered into the system
  • Input all customer information in the system (If needed due to volume, you will be responsible to request assistance)
  • Convert sales leads to appointments (minimum of 40 calls per day between office manager and confirmation manager)
  • Coordinate calls with your Confirmation Manager

Supplies

  • Maintain and order sealant and adhesive for the stock room
  • Maintain and order needed office supplies

Phone

  • Try to get that call on the first ring
  • Maintain a professional attitude from the greeting to the closing
  • Be helpful and friendly
  • Take action to solve problems
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