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Office Manager

IT Support Glendale, CA
  • Posted: over a month ago
  • $50,000 to $80,000 Annually
  • Full-Time
  • Benefits: Medical

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.

Responsibilities

  • 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.

Qualifications

  • 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.

IT Support

Why Work Here?

Join and grow an ever-expanding professional network of high-profile clients and reputable colleagues

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Address

335 N Brand Blvd, Glendale, CA 91203
Glendale, CA
USA

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