Office Manager

Are you an eager self-starter that loves systems and improving efficiency? Do you have excellent communication skills with supervisors, employees, and customers and are able to effectively manage a variety of situations on a day-to-day basis? Are you skilled at using up-to-date technology to drive processes and systems in a fun fast-paced office environment?

As an Office Manager, you will be front and center of office and business operations, providing administrative support services and maintaining office systems, procedures, and policies. You’ll ensure that the daily office operations function smoothly and that the highest quality customer service is delivered by office staff. And most importantly with all team members at Rainbow Restoration, you’ll help people when they need it most!

If you’re ready to start a career where you do something different every day and enjoy knowing that you’re making a difference in the lives of our customers and team members, we want to talk to you!

Why You Should Join Our Team as an Office Manager

• Professional training and development. We recognize that your success is our success! Our goal is to help you meet your personal and professional goals while also partnering with our team to reach business goals together!

• This is a career. With the ability to independently manage projects and directly affect outcomes, your career growth opportunities are in your hands! Company growth is your growth!

• Autonomy. You’ll have a lot of independence as an Office Manager, with your ability to make quick decisions and flexibility in how you create systems to communicate with and help the team throughout the day.

• You’ll be helping people when they need it most. You’ll be one of the first points of contact when helping people at one of the most challenging times of their life. You’ll lead a team to make a huge impact in the community by restoring properties back to pre-loss condition.

• This is a stable industry. Restoration services will always be needed when a disaster strikes at someone’s home or business. This means you’ll have a long-term opportunity to use your skills with us at Rainbow Restoration.

Your Responsibilities as an Office Manager

You’ll be a key component of our team responsible for creating systems, implementing procedures, holding the team accountable and reporting daily and weekly updates. As you grow in experience, here are some of the things you will do:

• Receive incoming calls from clients, vendors, insurance companies, and field staff.

• Communicate with customers throughout the restoration process

• Assist with the scheduling of services with staff, customers, and insurance

• Notify customers of service call status and follow up with customers after work is complete

• Accounts Receivable, following up on outstanding invoices and collections.

• Process customer invoices

• Clerical duty as required, including customer and job data entry into proprietary software

• Create and manage an organized filing system, upload and keep a record of important data

Take ownership of Financial Management & Accounting as follows:

Oversee financial strategies to ensure long-term organizational sustainability and growth.

Manage the budgeting process, financial forecasting, cash flow, and reporting.

Produce and communicate weekly financial reports for owners and department

management to ensure the team knows progress and standings of financials. Track expenses

and contribute to cost control initiatives.

Supervise day-to-day accounting operations.

Ensure all invoices we receive from vendors are accurately entered in

QuickBooks within 24 hours of receiving the invoice. Ensure that the invoices received from vendors are accurate.

Ensure all invoices for expenses align with the corresponding invoices for a given

project or job in process.

Keep track of what bills are due so they are paid on time. Process payments so

they are received by the vendor in order to avoid interest expense and late

payment charges.

Input all data regarding work completed daily to include invoicing customers and

insurance companies.

Make sure invoices are applied to the correct sales account.

Ensure all invoices created that correspond to expenses previously provided are

entered correctly.

Update the bank register daily in QuickBooks according to the online

banking statement, including debit transactions and online direct deposits received from

insurance companies, corporate, and third-party vendors.

Track down the receipt for any transactions made.

Immediately, remote deposit any checks received. Make sure checks are properly

endorsed and payments applied correctly in QuickBooks.

Update balances on long-term loans listed on the QuickBooks balance sheet within 24

hours of payment being made to the financial institution. Correct all discrepancies

to ensure QuickBooks' balance is equal to the financial institution’s balance.

Review weekly labor and predict revenue to be added to books based on jobs worked.

Communicate with estimators to ensure the prediction is accurate and moving towards the target.

Obtain estimates from estimators to enter into books any missing revenue or determine if

there are missing items from estimates to reach the target sales goal for the job.

If checks or payments are received prior to work being completed, correctly put the payments into

the construction account until work is completed and can be moved into the main

checking account. Correctly apply all payments to customer invoices and jobs.

Enter the credit card bill within 24 hours of receipt of the statement for the month.

Make sure the charges are applied to the correct expense account, assigned to the correct

customer, and classified.

Reconcile the bank register by the 5th of every month with the month-end

statement from the bank. Correct all discrepancies in order to balance correctly.

Send the bank account manager the Aging A/R summary report by the 15th of every

month.

Create and maintain an informed line of communication with project managers that

allows data entry to be kept current.

Coordinate annual audits with external auditors; ensure accurate and timely tax filing and

financial compliance.

Serve as a strategic advisor to the owners on financial and administrative matters.

Review P&L report, labor report, job hours report, and provide precise feedback on job

performance regarding labor costs, income, and profit projection.

Send the Monthly Royalties Report to Corporate by the 5th of every month for the prior

month. Ensure the amount to be drafted is correct.

Review the monthly gas bill for red flags or unauthorized use. Report any issues

to the owner and management.

Take ownership of Human Resources and Administration as follows:

Oversee HR functions including recruiting, onboarding, performance management,

benefits administration, and employee relations.

Familiarize new employees with company policies and procedures according to the

employee handbook.

Ensure new employees are set up with QuickBooks WorkForce and Time before starting

work, including all tax forms and I-9 Form are completed.

Manage background checks on new employees and as needed for compliance. Review

background checks when received. Communicate any red flags with background checks

to owner and management.

Manage routine compliance reports and documentation for third-party vendors, corporate,

insurance carriers, etc. as requested and by deadlines.

Ensure compliance with federal, state, and local employment laws and regulations.

Develop and implement policies and procedures to ensure effective office operations and

workplace efficiency. Work with and communicate with managers regarding

expectations.

Supervise office staff and ensure smooth internal operations, including vendor

management and office logistics, and assign tasks and evaluate performances.

Review contracts and agreements to manage organizational and financial risks.

Maintain appropriate insurance coverage and oversee risk management processes.

Provide correct COI to customers, insurance companies, and third-party vendors.

Oversee office supply, inventory, and ordering. Oversee supply and ordering for all

departments.

Serve as the first point of contact for employees and external partners regarding office-

related inquiries.

Organize and maintain company records, filing systems, and document management

(physical and digital).

Coordinate company events.

Create, order, and/or print marketing materials, including business cards, flyers, folders,

posters, mailers, etc.

Process paperwork received from government, courts, wage garnishments, benefits,

insurance, etc.

Ensure QuickBooks Time Sheets are accurate prior to running payroll. Report any issues

and feedback to department managers for corrections.

Process payroll weekly for team to be paid on Wednesdays.

Liaise with IT support for troubleshooting and equipment maintenance.

Maintain and update user access as needed.

Ensure company databases, calendars, software and applications, and communication

tools are up to date and well utilized.

Monitor office procedures for compliance with health, safety, and company policies.

Implement improvements to office processes to increase productivity and reduce costs.

How to be Successful as an Office Manager

Your success as an Office Manager is entirely within your control.

We won’t sugarcoat it; we deal with emergencies! With emergencies comes high stressed customers, who, at times may need empathy and reassurance that everything will be ok. Exceptional communication in all situations will be important.

You’ll be a great fit to grow in this role if:

You know how to provide exceptional customer service. You show empathy for the customer, you are friendly, and you are always professional in both your appearance and your attitude.

You have great attention to detail. This is key to ensuring that the detailed documentation of a loss are accurate and complete. Using the latest systems and technology to document and process jobs, ensures that we do projects right the first time every time.

You are a team player. As part of a team passionate about helping others, you must be dedicated to excellence and ready to step up and help, no matter what.

You are positive and have a resilient attitude. You find excitement in the unknown and are eager to show up on time to do what it takes to get the job done.

Job Requirements for the Office Manager

Here are the minimum requirements to be considered for this job.

• Must have a valid driver’s license.

• Must be able to lift 50 pounds unassisted.

• Must be able to walk/stand for long periods of time, climb ladders, and work in tight spaces.

• Must be able to wear respiratory equipment and PPE.

• Must be available to work after hours, and on rotation for emergency calls.

Benefits

The pay range for this position is $50k+

If you’re ready for a rewarding and exciting career, apply now and join the Rainbow Restoration team!

APPLY TODAY!