Office Manager, Careers At Clearwater Systems Inc

Careers At Clearwater Systems

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Office Manager

Department:	Office/Administration
Location:	West Unity, OH

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Customer Impact:

Oversees administrative operations, maintains office procedures, and handles day-to-day operations. Is the central point of contact and maintains a productive work environment. Fosters collaboration and ensures efficient workflow throughout the organization. Provides outstanding customer service for all internal and external customers.

Responsibilities and Duties:

Maintains service and installation calendar for the service center.
Supports the service, delivery, and warehouse team members.
Coordinates with A/R to maintain proper billing procedures for customers.
Provides timely and accurate support to customers.
Handles customer complaints and issues; takes ownership and follows them through to resolution.
Examines current processes and industry trends for continual improvement and proposes new processes to meet changing needs.
Communicates regularly with local manager to provide feedback on trends, issues, or concerns.
Creates a welcoming environment for customers purchasing vended water, salt, filters, and other related products.
Assists customers with inquiries on water treatment equipment and schedules sales appointments for Water Specialists.
Processes customer orders/changes/returns according to established department policies and procedures.
Partners with Accounts Receivable to contact past-due accounts for payment, sends out late notices, and demonstrates professionalism and empathy when dealing with customers who may be experiencing financial difficulties.
Oversees and coordinates administrative activities, including managing office supplies, facilities, and office equipment.
Partners with the sales and service team to meet and exceed customer�s expectations.
Maintains and organizes records, files, and documents, both in physical and digital formats, ensuring accuracy and confidentiality.
Implements and manages office software, tools, and systems to enhance efficiency. Assists in training new associates on office technology.
Maintains a safe and clean work environment and ensures emergency readiness.

Competencies:

Communication Skills: Strong verbal and written communication skills to interact with associates, customers, and stakeholders, including active listening, clear articulation, and effective correspondence.
Organization and Time Management: Efficiently manages multiple tasks, sets priorities, and ensures deadlines are met while maintaining a well-organized office environment.
Problem-Solving and Decision-Making: Identify and analyze problems, develop creative solutions, make sound decisions, and implement effective strategies.
Adaptability and Flexibility: Open to change, adapts to new situations, and adjusts plans and processes as needed in a dynamic work environment.
Attention to Detail: Pays close attention to detail in tasks, records, and documentation to ensure accuracy and quality.
Customer Service Orientation: Demonstrates a strong customer service mindset, understands and meets the needs of internal and external stakeholders, and resolves issues in a professional and timely manner.

Skills and Qualifications:

Education/Experience: High school diploma or general education degree (GED); or three to five years related experience and/or training; or equivalent combination of education and experience.
Technology Proficiency: Proficient in using office software, tools, and systems to enhance productivity and efficiency, including word processing, spreadsheets, email, and collaboration platforms.
Solid understanding of customer service principles and best practices.
Demonstrated communication, problem-solving, and analytical skills.

Work Environment:

Works primarily in a climate-controlled office setting.
Regularly interacts with retail/plant/warehouse/operations areas.
Will handle difficult customer interactions or customer complaints.
Work is fast-paced and demanding, requiring the ability to multitask and manage multiple priorities simultaneously.
May involve collaboration with cross-functional teams and regular communication with upper management.
Regular trips to the company�s bank and occasional trips to purchase supplies.

Physical Requirements:

Works at a standard desk, using a telephone, computer, keyboard, and mouse for extended periods of time.
Assists customers in a retail setting, operating POS system.
Regularly lifts up to 50 pounds to assist customers with loading products.
Will travel to company�s bank & supply stores, conducting business inside these locations.

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