Position Overview:

The Office Manager is responsible for ensuring smooth operations across all company

locations by overseeing various administrative tasks. This position encompasses diverse

responsibilities ranging from office supply management to regulatory compliance, team

support, and facilitating efficient communication. The Office Manager will maintain

organizational efficiency and compliance with regulatory requirements.

Responsibilities:

● Team Management

Provide effective leadership and guidance to the customer service and administration

team. Foster a collaborative and supportive work environment that promotes

teamwork, accountability, and continuous improvement. Hire and train team

members as needed to build an effective team that can meet (and exceed)

expectations. This includes ensuring that administrative personnel maintain a

schedule that provides adequate coverage and availability for effective customer

service during business hours. Give consistent feedback and guidance to team

members in accordance with QRS Manager Guidelines.

● Vendor Management

Efficiently oversee the after-hours answering service, monitoring the portal and billing,

ensuring prompt response times, and verifying the completion of action items to

maintain high-quality customer service. Coordinate and supervise cleaning services

for office spaces, maintaining a hygienic and organized work environment conducive to employee well-being. Cultivate and nurture relationships with specific vendors

essential to daily operations, fostering partnerships built on trust and reliability.

● Office Supply Stock Management

Proactively manage office supply stock levels, conducting regular assessments to

guarantee optimal inventory levels and promptly ordering additional supplies as

necessary to prevent disruptions in workflow.

● Job Approval

Thoroughly review and approve jobs in the CRM across all locations, ensuring

accuracy and compliance with established standard operating procedures, while

providing general support across various tasks and projects within the office

environment.

● Month-end Closeout

Conduct an audit of all approved jobs in the CRM at month-end, verifying the

accuracy of job statuses and promptly rectifying any discrepancies.

● Oversight of the Permit Process

Provide training and management of the permit process as a whole. Including the

management of permit application, inspection, and close out. Making sure that all

applicable information is recorded, uploaded, maintained within the CRM.

● Training and Backup

Provide comprehensive assistance and guidance to team members as required,

serving as a reliable backup to ensure seamless workflow continuity. Lead training of

new team members.

● Additional responsibilities as assigned.

Working Hours:

Generally, Monday through Friday, 8am until 5pm.

Qualifications:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

● High school diploma or equivalent is required

● At least five (5) years of experience in office administration or related roles preferred.

● Strong organizational skills.

● Excellent communication and interpersonal skills.

● Process management and improvement experience

● Familiarity with regulatory compliance and permitting processes is preferred.

● Proficiency in Microsoft Office Suite and other relevant software applications.

Physical Requirements:

● Sitting for extended periods of time

● Manipulation of objects and materials, including holding, grasping, turning, and

touching

● Keyboarding

● Walking and climbing stairs (as needed, when in the office)

● Speaking, in-person and through the telephone or electronic device (such as a tablet

or computer)

● Hearing, in-person and through the telephone or electronic device (such as a tablet)

● Visual acuity, especially near (i.e. clarity of vision of approximately 20 inches or less)

The responsibilities outlined in this job description are intended to describe the general nature

and level of work performed by individuals assigned to this role. They are not intended to be

an exhaustive list of all responsibilities, duties, and skills required. Management reserves the

right to amend and change responsibilities to meet organizational needs as necessary.

Quality Roofing Solutions is an equal opportunity employer. We make employment decisions

solely based on business needs, job requirements, and individual qualifications without

regard to race, gender, religion, ethnicity, age, or any other status protected by the law.

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Quality Roofing | Office Manager | pensacola, fl