Office Manager - Saanichton, Canada - Pacific Fireplaces - Heating & Cooling

Description

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:

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  Oversee Office Operations: Manage day-to-day operations of the office, ensuring smooth functioning and efficiency.

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Administrative Support: Provide administrative support to all departments within the company, including scheduling appointments, managing correspondence, and handling inquiries.
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Customer Service: Handle customer inquiries, complaints, and service requests in a professional and timely manner, ensuring customer satisfaction.
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Accounting and Bookkeeping: Verify accurate financials & records in software prior to approval to send to accounting software.
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Vendor Management: Coordinate with vendors and suppliers to ensure timely delivery of goods and services, negotiate contracts, and manage vendor relationships.
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Inventory Management: Oversee inventory levels of office supplies, equipment, and parts, and place orders as needed to ensure adequate stock levels.
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Sales Support: Provide administrative support to the sales team, including preparing quotes, proposals, and sales contracts, and assisting with order processing.
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Customer Relationship Management: Assist in maintaining customer relationships, including following up on inquiries, resolving issues, and ensuring customer satisfaction.
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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.
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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:

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Education: A bachelor's degree in business administration, management, marketing, or a related field or relevant work experience.

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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 industryspecific terminology, processes, and customer needs.

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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.

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Administrative Skills:

• Proficiency in office management tasks such as scheduling, recordkeeping, and inventory management.
• Strong organizational skills and attention to detail to manage multiple tasks and priorities effectively.

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Customer Service Orientation:

• A customercentric approach with a focus on providing exceptional service and building longterm relationships with customers.
• Ability to address customer inquiries, concerns, and complaints in a professional and timely manner.

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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.

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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.

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Analytical Skills:

• Ability to analyze sales data, market trends, and customer feedback to identify opportunities for growth and improvement.
• Strong problemsolving skills to address challenges and obstacles in the sales process effectively.

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Computer Proficiency:

• Familiarity with sales and CRM software platforms for managing leads, contacts, and sales activities.

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Flexibility and Adaptability:

• Willingness to adapt to changing priorities and handle unforeseen challenges in a fastpaced environment.
• Ability to work independently with mínimal supervision and as part of a team when necessary.

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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:
per week


Benefits:

• Dental car