IT Support Guys is looking for a charismatic, customer service centered, and energetic individual to join our growing IT managed services provider firm. The office manager role will play a critical part in IT Support Guys's growth plans, bringing cross-functional expertise as the company aggressively scales its business.
The ideal candidate will be professional and personable, highly detailed-oriented, an excellent communicator (both written and verbal), extremely organized, able to maintain poise under stress, and bring a positive attitude that works both individually and in a team environment. The ability to multi task at several levels, adopt a proactive mindset, anticipate needs, exercise good judgment, and pay strong attention to detail in an ever-changing environment is essential to being successful in this position.
The candidate must also be able to work with staff located across multiple offices and represent ITSG in a strong professional manner to external stakeholders and contacts such as customers, consultants, and vendors in a manner consistent with the company's culture.
Prepare and generate recurring invoices using our PSA stack and ensure proper delivery to all clients.
Review completed/closed tickets that require billing for accuracy in preparation for invoicing.
Monitor client service utilization and regularly generate reports to ensure levels are correctly reflected for all clients. As utilization levels change, make all required updates to internal systems.
Generate, update, and review customer agreements for new product/service contracts.
Prepare/generate regular sales reports for all products and services.
Prepare/generate timely financial reports on all products, services, and projects for senior management to forecast costs and analyze performance.
Review invoices from vendors and reconcile all charges to assure accuracy.
Act as a single point of contact to clients regarding all billing and administrative matters.
Perform data entry tasks across all company systems, ensuring information regarding employees, customers, processes, and general documentation is accurate and up to date.
Schedule internal and field technical assets utilizing the dispatch portal to ensure efficient use of resources.
Monitor company help desk and project service boards to ensure timely and efficient use of resources.
Monitor dispatch portal to ensure prompt entry of time into tickets as resources are scheduled and work is completed.
Drive problem investigation and resolution as required.
Provide project coordination support for functional operational improvement projects and/or complex initiatives that evolve over time and require frequent updates.
Manage day-to-day office needs, including answering telephones, handling general information-related emails, coordinating communication with staff and clients, supplying information, providing help desk triage support as needed, and purchasing office supplies and equipment.
Perform inventory control of office supplies, as well as products/hardware sold to clients.
Communicate with clients to ensure timely payments are received and follow established protocols if payments are late.
Record all payments using company financial stack and ensure for accuracy across systems.
Maintain the COO’s schedule and perform administrative duties as assigned.
Provide analytical support to assist company executives on special projects, including Researching issues, analyzing problems, compiling data, and preparing reports.
Design and implement office policies by establishing standards and procedures and making necessary adjustments.
Create and maintain relationships with external agencies and suppliers/vendors.
Coordinate and plan company events, meetings, and outings.
Train new employees in the area of administrative processes.
Participate and assist in client-facing meetings.
Assist in HR tasks, including setting up and preparing new hire packs, looking through resumes, scheduling interviews, updating contact information, Collecting, entering, and organizing time-sheets, preparing and submitting reimbursement and expense forms, and liaising with HR, payroll, and benefits vendors.
Minimum 5 years’ experience in an office manager, operations manager, executive assistant, or similar role. Experience supporting an executive at VP level or higher a plus.
Proven track record in providing excellent customer service, internally or externally.
Excellent Verbal, written, and oral communication skills, including the ability to communicate with all levels of Executive/Senior staff and clients.
Excellent organizational skills.
Basic accounting skills, such as in the area of accounts receivable and payable. Experience with QuickBooks or a similar accounting package a plus.
Expert level proficiency in the Microsoft Office desktop suite of products, especially Microsoft Excel.
Great level of attention to detail.
Ability to learn quickly, with a love of taking on new challenges.
Ability to work independently in an interrupt-driven, high intensity, fast-paced environment.
Ability to easily prioritize and juggle multiple tasks with short deadlines.