Full Time Office Manager – Janitorial Company

***PLEASE READ FIRST***

I am seeking the quintessential Office Manager for a committed, enduring partnership. Your role will be integral as we, alongside other managers, navigate the upcoming year’s challenges to optimize and propel my company forward. I require an individual who can fortify my weaknesses in Consistency, Organization, and Implementation. You mustn’t be merely a task executor; a mindset of completing assignments and seeking the next directive will not suffice.

I have no tolerance for intermediaries. For instance, if I instruct you to email a contact, you should take the initiative, communicate with them, relay their response, and act accordingly without needing my explicit guidance at every step. Your ability to manage your responsibilities with minimal oversight is non-negotiable.

If your professional background involves being a mere errand-runner alongside a CEO, refrain from applying. I am seeking someone who can elevate my workload and contribute significantly to the expansion of our company.

I am specifically interested in an individual with a fervour for learning. My commitment to continuous education laid the foundation of this company, and I expect the same from those on my team. If you encounter a challenge, you are expected to find a solution proactively.

Moreover, I will not entertain applications with cursory one-liners such as “Hire me, I’m very interested” without including relevant experiences or a comprehensive resume/portfolio. Serious candidates only.

This position will also be from 10 am to 6 pm Monday- Friday EST.

If this is okay, please continue.

Company Overview:

We are a highly regarded janitorial cleaning company that delivers exceptional cleaning services across diverse clientele. As we expand, we seek an experienced and dynamic office manager to join our team. This role is pivotal in managing and overseeing the seamless operations of our cleaning business.

Position Summary:

As the Office Manager responsible for our cleaning business, you will become an invaluable partner to our COO and management team. Your role involves providing top-tier administrative support and strategic guidance. You will work closely with our executive team, collaborating on crucial initiatives, implementing effective strategies, and ensuring the smooth running of our cleaning operations.

Responsibilities:

Operational Mastery:
– Procure inventory supplies to maintain optimal stock levels.

Client Engagement Expertise:
– Handle inbound inquiries via email or phone and schedule appointments.
– Maintain meticulous records of client information, including contracts and contacts.
– Cultivate robust client relationships, serving as the primary point of contact for inquiries, concerns, and feedback.
– Conduct regular client meetings to gauge satisfaction levels, address issues, and identify growth opportunities.
– Manage problem reports to promptly inform clients of potential issues reported by our cleaning staff.

Effective Team Leadership:
– Assist in the onboarding and offboarding of new cleaners.
– Collaborate with the operation manager to manage cleaner schedules, ensuring consistent facility cleanliness.
– Foster a positive, inclusive work environment, emphasizing teamwork, accountability, and a strong work ethic.

Administrative Excellence:
– Offer high-level administrative assistance to the executive team, including calendar management and meeting coordination.
– Maintain confidential files, records, and documents in a well-organized manner.
– Manage subcontractor and coordinate additional services, scheduling services, key pick up, and drop-offs.

Financial Proficiency:
– Calculate and compile mileage reports to optimize routes.
– Process payments in Quickbooks, including EFTs and credit card transactions.
– Follow up with clients on unpaid invoices.
– Send out invoices
– Approve timesheet for COO approval
– Process payroll

Sales Support:
– Collaborate on proposal creation using Proposify.
– Assist in outbound lead generation (bonuses offered)

Marketing Assistance:
– Contribute to social media management alongside our social media team.
– Assist in other campaigns

Qualifications:
– Demonstrated experience in a managerial role, preferably within the cleaning industry or a similar service-oriented business.
– Exceptional organizational skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
– Outstanding interpersonal and communication skills, both written and verbal.
– Proficiency in productivity tools such as Google Workplace, Asana, etc. (MUST BE TECH-SAVVY).
– Strong leadership abilities and a successful track record in task management.
– Attention to detail, problem-solving skills, and the capacity to make autonomous decisions.

** Just so you know, we seek candidates with substantial experience and a strong commitment to excellence. We are not able to provide extensive training in the qualifications listed above. We are looking for a candidate who can join our team and actively contribute to our growth.**

**Familiarity with Asana is crucial, as you will rely heavily on this software. A comprehensive understanding of Asana and our standard operating procedures (SOPs) will be provided during training.**