Office Manager

Pacific Fireplaces is the island's premier fireplace & Heat pump store. We are locally owned and family operated since 1999, specializing in the installation and maintenance of gas, wood, electric fireplaces & ductless heat pumps. We are a well-established company looking for long-term employees to grow and advance within the company.

We currently have one opening for the position of Dispatcher / Front Desk. This is a full-time position with some seasonal considerations.

Duties for this role will include but are not limited to:

• Oversee Office Operations: Manage day-to-day operations of the office, ensuring smooth functioning and efficiency.
• Administrative Support: Provide administrative support to all departments within the company, including scheduling appointments, managing correspondence, and handling inquiries.
• Customer Service: Handle customer inquiries, complaints, and service requests in a professional and timely manner, ensuring customer satisfaction.
• Accounting and Bookkeeping: Verify accurate financials & records in software prior to approval to send to accounting software.
• Vendor Management: Coordinate with vendors and suppliers to ensure timely delivery of goods and services, negotiate contracts, and manage vendor relationships.
• Inventory Management: Oversee inventory levels of office supplies, equipment, and parts, and place orders as needed to ensure adequate stock levels.
• Sales Support: Provide administrative support to the sales team, including preparing quotes, proposals, and sales contracts, and assisting with order processing.
• Customer Relationship Management: Assist in maintaining customer relationships, including following up on inquiries, resolving issues, and ensuring customer satisfaction.
• Customer Follow-Up: Follow up with customers after sales transactions to ensure satisfaction, gather feedback, and identify opportunities for upselling or cross-selling, and brand/process improvements.
• Sales Strategy Support: Assist in developing sales strategies and tactics to achieve company sales targets and objectives, and participate in sales meetings and strategy sessions.

Requirements and Qualifications:

• Education: A bachelor's degree in business administration, management, marketing, or a related field or relevant work experience.
• Experience:
• Prior experience in office management, administrative support, and sales coordination is essential.
• Experience in the HVAC industry or a similar field is highly beneficial, as it provides familiarity with industry-specific terminology, processes, and customer needs.
• Sales Skills:
• Strong sales skills, including the ability to generate leads, negotiate contracts, and close deals.
• Excellent communication and interpersonal skills to interact effectively with customers, sales team members, and other stakeholders.
• Administrative Skills:
• Proficiency in office management tasks such as scheduling, record-keeping, and inventory management.
• Strong organizational skills and attention to detail to manage multiple tasks and priorities effectively.
• Customer Service Orientation:
• A customer-centric approach with a focus on providing exceptional service and building long-term relationships with customers.
• Ability to address customer inquiries, concerns, and complaints in a professional and timely manner.
• Technical Knowledge:
• Familiarity with HVAC systems, equipment, and terminology is advantageous for effectively supporting sales efforts and addressing customer questions.
• Basic understanding of sales tools and technologies, such as customer relationship management (CRM) software, is beneficial.
• Team Management Skills:
• Ability to collaborate with and support sales team members, providing guidance, training, and assistance as needed.
• Leadership qualities to motivate and inspire team members to achieve sales targets and deliver excellent service.
• Analytical Skills:
• Ability to analyze sales data, market trends, and customer feedback to identify opportunities for growth and improvement.
• Strong problem-solving skills to address challenges and obstacles in the sales process effectively.
• Computer Proficiency:
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
• Familiarity with sales and CRM software platforms for managing leads, contacts, and sales activities.
• Flexibility and Adaptability:
• Willingness to adapt to changing priorities and handle unforeseen challenges in a fast-paced environment.
• Ability to work independently with minimal supervision and as part of a team when necessary.
• Professionalism:
• High level of professionalism, integrity, and discretion in handling sensitive information and interacting with customers and colleagues.
• Commitment to upholding company policies, standards, and values.

Job Types: Full-time, Part-time, Permanent

Salary: $25.00-$33.00 per hour

Expected hours: 30 – 40 per week

Benefits:

• Dental care
• Extended health care
• Flexible schedule
• Store discount
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Day shift

Supplemental pay types:

• Overtime pay

Education:

• Secondary School (required)

Work Location: In person