Position: Office Manager
At Floor Coverings International, we're not just a flooring company; we're the #1 mobile flooring company in North America. With over 300 locations spanning the United States and Canada, we've revolutionized the flooring industry with our unique shop-at-home model, making it possible for customers to get the perfect new floors without ever leaving their homes. We take pride in our exceptional service, and our customers give us an average rating of 4.8/5 stars. We understand the pivotal role of a welcoming office environment in fostering the growth and success of our local franchise.
As an Office Manager, you will be instrumental in driving the expansion of our business. Our franchise is locally owned and operated, and we are seeking an exceptional individual to serve as the primary point of contact for our valued customers. This is a great opportunity to learn and grow your understanding of business and customer management along with operations. A successful Office Manager will enable us to write more estimates, efficiently schedule and manage projects, support our marketing efforts, and maintain accurate financial records for the business.
Responsibilities:
General Responsibilities
Note: Company’s staff will assist and support creation of procedures and documents, as appropriate.
- Responsible for all prospect and customer interaction
- Manage leads on lead management system (training provided)
- Manage customers on sales system (training provided)
- Responsible for managing all tasks for company staff
- Create and manage tasks in a workbook or a project management software
- Responsible for creating and managing customer order folders
- Responsible for “sample products” inventory and organization in mobile and studio showrooms including addition, removal and price changes (temporary and non-temporary)
- Create and manage lists in a workbook
- Responsible for timely collection of payments from customers upon job completion
- Track all forms of payments from various sources (cash, ACH, credit card, financed etc.)
- Responsible for verifying the accuracy of invoices against orders and contracts (including pricing)
- Responsible for timely payment of invoices to suppliers, vendors and sub-contractors
- Responsible for developing checklists to eliminate process errors (e.g. onboarding new sub-contractors)
- Responsible for maintaining an inviting mobile and studio showrooms
In addition to these responsibilities, the following are additional expectations for this role:
Marketing & Customer Relations
- Build strong rapport with customers, providing exceptional customer service
- Efficiently schedule appointments for our Design Associates (DA) on our sales system (training provided)
- Follow up on open proposals to assist DAs in closing sales
- Support and participate in home shows and events (some evenings and weekends may be required)
- Assist with marketing tasks like ensuring all the campaigns are set-up correctly, identify "priority" postal routes, track outcomes, assist with scheduling local events (and participate), develop local campaigns etc.
- Convert customers leads into appointments
- Writing and mailing “Thank you” cards and holiday greetings
Financials
- Work with external bookkeeping and accounting vendors for timely and accurate capture of income and expenses (training provided)
- Timely upload of invoices and expenses
- Generate reports for financial management
Production
- Assist with product orders and tracking, as necessary
- Coordinate schedules between customers and installers for efficient job scheduling
- Communicate start dates and times with installers and customers
- Keep customers informed about ongoing installation details and job progress
- Obtain written permission for any changes in contracted work
- Confirm scope of work and compensation with installers prior to the start of each job
- Update FCI systems with job status and upcoming schedules (training provided)
- Generate reports for operations management
Office management
- Open office at 8 AM (sharp!) and close at 5 PM (Monday through Friday).
- Managing calendars
- Managing paper and electronic files (filing system) and ensuring document security
- Oversee daily office operations including procuring and stocking supplies (coffee, water, printer paper/ink etc.)
- Event planning
- Order marketing and promotional material and uniforms
Continuous Improvement
- Attend weekly meetings with the Owner/team at scheduled times
- Work towards weekly and monthly goal achievement
- Be open to attending training seminars at the owner’s discretion (may require out of town travel)
- Make decisions and act in alignment with Floor Coverings International's core values and mission.
Office Manager Benefits and Perks:
- Full-time Position
- Paid Holidays (paid vacation based on tenure)
- Bonus Opportunities
- Extensive training programs and support (may require out of town travel)
- Opportunity to grow with the business
- Family Owned and Operated - Friendly Environment
Office Manager Qualifications:
- Associate’s degree or higher educational degree
- Previous experience in Office Management (5+ years)
- Proficient using enterprise systems and computers for the job. Microsoft Office Suite is required for the job and is a pre-requisite
- Strong communication skills, particularly over the phone
- Exceptionally organized and detail-oriented, with strong multitasking abilities
- Capable of working independently without constant supervision
- Proficiency in managing crews and calendars
- Desire to learn and grow professionally
- Desire to assist with the growth of a new location
Join us in creating beautiful spaces for our valued customers while enjoying a dynamic and rewarding career as an Office Manager with Floor Coverings International.
Apply today and be a part of our success story!
Salary :
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