Overview The Office Manager serves as the administrative backbone of Koala Insulation's operations, providing comprehensive support to the owner and general manager while ensuring smooth daily business operations. This pivotal role combines traditional office management with enhanced responsibilities in human resources, financial operations, customer service, and marketing support. The position requires exceptional organizational skills, the ability to manage multiple priorities, and a proactive approach to business administration. This job comes with a cape for the Superhero who can do most of this, reasonably well, a high proportion of the time!
Traits
Exceptional organizational abilities
Strong attention to detail
Professional and positive demeanor
Self-starter mentality
Excellent written and verbal communication
High degree of confidentiality
Problem-solving mindset
Multi-tasking capabilities
Service-oriented attitude
Skills & Qualifications
3+ years of office management experience
Familiarity with QuickBooks Online
Advanced skills in Microsoft Office Suite (Excel, Word, Outlook) or equivalent
Experience with CRM systems (ServiceMinder, Housecall Pro and other custom solutions)
Human resources administration background is a plus
Knowledge of digital marketing tools / Social Media is a plus
Day-to-Day Activities Financial Management
Process accounts payable and receivable
Manage vendor relationships and payments
Handle expense reports and reimbursements (rare)
Assist with budget tracking and reporting
Use templates to prepare financial reports for management review
Coordinate with external accountant/bookkeeper
Monitor and reconcile bank accounts
Process credit card payments and reconciliations
Human Resources Administration
Assist with recruitment process and job postings
Assist with new hire onboarding process and documentation
Maintain personnel files and documentation
Process bi-weekly payroll
Track employee time off and attendance
Assist with benefits administration
Maintain employee handbook and policy documentation (infrequent)
Coordinate employee training schedules
Track certifications and licensing renewals
Customer Service & Sales Support
Answer incoming calls and emails professionally
Process customer service requests and inquiries
Manage customer database and documentation
Handle customer feedback and reviews
Process customer mailings and communications
Support estimation team with proposal preparation
Track and follow up on outstanding quotes
Coordinate warranty claims processing
Manage customer satisfaction surveys
Operations Support
Schedule and coordinate team meetings
Maintain office supplies and inventory
Coordinate equipment and vehicle maintenance schedules
Manage office technology and software subscriptions
Organize and maintain digital and physical filing systems
Coordinate with IT support providers
Process and track permits and licenses
Manage office security systems and access
Coordinate facility maintenance and repairs
Marketing & Business Development
Assist with local marketing initiatives
Manage social media accounts
Update website content (infrequent)
Coordinate email marketing campaigns
Track marketing metrics and prepare reports
Manage promotional materials inventory
Coordinate trade show and event logistics
Process customer referral programs
Maintain marketing calendar
Calendar & Schedule Management
Coordinate owner and general manager schedules
Schedule customer appointments
Manage team calendars
Coordinate crew scheduling with operations
Plan and organize company events
Schedule and prepare for business reviews
Compliance & Documentation
Maintain required business licenses and permits
Track insurance documentation
Maintain OSHA and safety records
Ensure vehicle registration compliance
Manage warranty documentation
Keep training certifications current
Track and maintain equipment certifications
Position Level This position reports to the General Manager and works closely with the owner and all department heads.