Find & Apply For Office Manager Jobs in Roseville, Michigan

Job Overview We are seeking a dynamic and highly organized Office Manager/Administrative Assistant to join our team! This vital role combines office management with administrative support, ensuring smooth daily operations and exceptional client service. The ideal candidate will be proactive, detail-oriented, and possess strong technical skills to handle a variety of responsibilities that keep our office running efficiently. This position offers an exciting opportunity to contribute to a vibrant work environment while developing your professional skills in office administration. Customer Service & Communication Answer and manage incoming company phone calls. Return missed calls and voicemails promptly. Respond to customer emails, text messages, and website inquiries. Maintain professional and courteous communication with customers, vendors, contractors, employees, and other business contacts. Gather accurate customer information and determine the nature and priority of service requests. Communicate appointment dates, arrival windows, and scheduling changes. Notify customers when technicians are running behind schedule. Follow up with customers regarding repairs, installations, maintenance, and outstanding issues. Handle routine customer concerns and complaints professionally and escalate significant disputes to ownership. Maintain documentation of important customer communications and ensure appropriate follow-up. Route technical questions to a technician or owner when necessary. Maintain a professional representation of the company during all customer interactions. Scheduling & Dispatchingcalls Housecall Pro & Job ManagementInvoicing & Accounts ReceivableAccounts Payable & Vendor Administrationcompany records.

Commercial Project Administrationcorrespondence.deadlines. Office Manager / Service Coordinator Page 4General Office ManagementReporting & Communication With Ownershipaccumulate.

Authority & Accountabilityor other serious matters.

Shop & Office Organization / Downtime Responsibilitiesorganizational tasks assigned by ownership.

Suggested Cleaning ScheduleFrequency ResponsibilityDaily Straighten office; remove trash/clutter; organize paperwork; clean desk/counter areas; straightenbreakroom/common areas.2-3x per week Sweep office/common areas; wipe surfaces; straighten shop entrance and frequently used shopareas.

Weekly Sweep and straighten shop; organize shelving/storage areas; remove cardboard/packaging; cleanand organize office filing areas.

Monthly More thorough office/shop organization; review accumulated paperwork/files; identify items thatshould be discarded or relocated.

Overall Performance ExpectationsThe Office Manager / Service Coordinator is expected to maintain an organized, efficient, and professional office operationwith minimal day-to-day supervision.

A successful Office Manager should be able to provide ownership with an accurate understanding of what work isscheduled, what work has been completed, what has been invoiced, what money is outstanding, what administrative issuesneed attention, and what customers or vendors require follow-up.

One of the position's primary responsibilities is ensuring that completed work is properly documented, invoiced, followed upon, and ultimately collected.

Great Lakes Heating & Cooling Services LLC - Office Manager / Service Coordinator Page 6Employees are expected to remain productive during scheduled working hours. When normal Office Managerresponsibilities are caught up, available downtime should be used for filing, organization, cleaning, straightening theoffice/shop, and other reasonable tasks that contribute to an organized and professional workplace.

The position is intended to manage the administrative side of the company. Major financial decisions, contractual decisions,pricing decisions, significant employee decisions, and overall company management remain the responsibility of ownership. Maintain the daily service and installation schedule. Schedule residential and commercial service calls, installations, maintenance visits, callbacks, and return visits. Dispatch technicians and installers to appropriate jobs. Monitor technician schedules throughout the workday and maintain communication regarding changes. Adjust schedules when jobs take longer than anticipated. Prioritize emergency service calls appropriately and coordinate after-hours/on-call requests. Confirm customer appointments when necessary. Coordinate return trips when additional work or parts are required. Schedule preventative-maintenance customers according to their agreements. Maintain an organized schedule of upcoming work and avoid unnecessary scheduling conflicts or excessive travel between Notify ownership of major scheduling issues, cancellations, or staffing concerns. Ensure technicians have accurate customer and job information before dispatch. Create and maintain accurate customer profiles, jobs, and work orders. Enter accurate customer contact information, service addresses, job descriptions, equipment information, and job notes.

Great Lakes Heating & Cooling Services LLC - Office Manager / Service Coordinator Page 2 Upload relevant customer and job documentation. Maintain accurate job statuses and review completed jobs for missing information. Verify technicians have entered required job notes, documentation, and labor/time information. Ensure technicians properly close out completed jobs. Identify jobs that remain open unnecessarily and completed jobs that have not been invoiced. Track callbacks and warranty-related service calls. Maintain organized digital customer and job records and correct administrative errors when identified. Ensure Housecall Pro information remains current and organized. Generate invoices promptly after work is completed and review job information before invoicing. Verify invoices contain accurate customer information, applicable purchase-order numbers, and supporting documentation. Send invoices using the appropriate billing method and maintain accurate records of invoices sent. Monitor outstanding accounts receivable and maintain an organized aging report. Contact customers regarding overdue invoices; send payment reminders and statements. Follow up consistently on outstanding balances and document collection attempts/customer responses. Process customer payments and apply payments to the appropriate customer and invoice. Identify and research payment discrepancies or incorrectly applied payments. Notify ownership of significantly overdue accounts and escalate disputed invoices or serious collection issues. Maintain supporting documentation for payment disputes. Track commercial progress payments, retention, and customer deposits when applicable. Identify completed work that has not yet been billed. Provide ownership with regular updates regarding outstanding receivables. Do not authorize significant credits, refunds, discounts, or write-offs without owner approval. Receive and organize vendor invoices and enter or forward bills according to company procedures. Match vendor invoices to appropriate jobs or company expenses and verify invoices appear accurate. Identify duplicate or questionable invoices and track vendor payment due dates. Prepare bills for owner approval. Maintain organized vendor records, statements, receipts, and supporting documentation. Communicate with vendors regarding billing discrepancies and research differences between invoices, statements, and Track outstanding vendor credits and returns. Ensure job-related purchases are assigned to the appropriate customer/job whenever possible. Notify ownership of unusual vendor charges or account issues. Maintain vendor contact information and follow company authorization procedures for payments. Do not authorize major expenditures without ownership approval. Maintain organized administrative files for commercial projects.

Great Lakes Heating & Cooling Services LLC - Office Manager / Service Coordinator Page 3 Maintain copies of contracts, purchase orders, approved change-order documentation, and important project Maintain documentation of additional work performed when submitted by field personnel or management. Track outstanding change-order documentation and approvals. Maintain written documentation provided by general contractors, customers, subcontractors, or project managers. Assist with preparation of payment applications and supporting billing documents when required. Maintain Certificates of Insurance and other project documentation provided to the office. Maintain project billing records and track outstanding commercial balances and retention when applicable. Maintain documentation necessary for payment disputes. Organize field documentation, photos, work orders, approvals, and correspondence. Notify ownership of outstanding documentation that could delay billing or payment and approaching administrative Maintain communication with general contractors and commercial customers regarding administrative and billing matters. Escalate contractual, scope, pricing, or project-management decisions to ownership. Review employee timecards for completeness and obtain missing time entries. Maintain employee attendance, PTO, vacation, and contact records. Assist with technician scheduling and maintain the on-call schedule. Track callbacks and warranty calls. Notify management of repeated attendance, paperwork/documentation, or scheduling issues. Assist with new-employee onboarding paperwork and maintain required employee documentation. Maintain copies of licenses or certifications provided by employees when applicable. Coordinate uniforms and basic employee administrative needs. Prepare payroll information for ownership, payroll provider, or bookkeeping. Maintain confidentiality regarding employee information. Do not independently hire, terminate, discipline, or change employee compensation unless specifically authorized by Maintain organized records for QuickBooks and company bookkeeping. Enter or categorize transactions when assigned and maintain receipts/supporting documentation. Assist with reconciling customer payments and identifying discrepancies in company records. Prepare administrative financial reports requested by ownership. Coordinate documentation with the company's accountant or bookkeeper. Maintain organized records for tax and year-end reporting. Monitor accounts receivable and accounts payable and maintain accurate records of customer deposits. Provide ownership with requested financial administrative information. Immediately report unusual transactions, duplicate payments, missing receipts, unexplained expenses, suspected Maintain confidentiality regarding company financial information. Maintain an accurate list of maintenance-agreement customers and records of services included under each agreement. Track upcoming maintenance visits and schedule seasonal maintenance visits. Ensure contracted maintenance visits are completed and identify overdue visits. Track maintenance-agreement expiration and renewal dates. Prepare and send renewal notices when directed. Maintain customer/equipment information and documentation of completed maintenance. Notify ownership of agreements requiring renewal decisions or pricing changes. Ensure maintenance-agreement customers are properly identified within company software. Maintain an organized and professional office environment. Maintain digital and physical filing systems. Process incoming mail and distribute important correspondence appropriately. Maintain adequate office supplies and company forms/administrative templates. Keep customer, vendor, employee, and commercial project files organized. Maintain company calendars, contact lists, and administrative records. Coordinate routine office equipment and service-provider issues. Maintain passwords and account access according to company security procedures. Protect confidential company, customer, employee, and financial information. Keep the office organized so information can be located quickly when requested. Maintain appropriate backups and electronic organization of important documents. Provide regular updates regarding outstanding accounts receivable and significantly overdue customer accounts. Report completed but unbilled jobs and jobs that remain open unexpectedly. Report outstanding commercial change-order documentation. Report significant customer complaints, vendor billing discrepancies, and unusual or unauthorized company expenses. Report employee attendance, scheduling, or repeated paperwork/documentation problems. Report significant scheduling conflicts and commercial customers/contractors delaying payment. Report administrative issues that could negatively affect company cash flow. Identify problems requiring owner involvement and communicate significant issues promptly rather than allowing them to Attend management or financial meetings when requested and provide accurate information to ownership. Follow established company spending and approval limits and procedures for handling payments. Maintain accurate documentation of financial transactions and protect company funds and financial information. Do not enter contracts or financial agreements on behalf of the company without authorization. Do not open credit accounts or take on company debt without owner approval. Do not authorize significant refunds, credits, discounts, or write-offs without owner approval. Do not approve employee raises or compensation changes or make major personnel decisions without owner approval. Do not make significant financial commitments on behalf of the company without authorization.

Great Lakes Heating & Cooling Services LLC - Office Manager / Service Coordinator Page 5 Immediately notify ownership of suspected fraud, theft, unauthorized spending, significant payment disputes, legal notices, Maintain confidentiality regarding company operations and financial information. When primary office responsibilities are current, available downtime is expected to be used productively. Maintain a clean, organized, and professional office area. Straighten desks, counters, filing areas, customer-facing areas, and common office spaces. Remove unnecessary paperwork, trash, boxes, and clutter from office areas. Keep paperwork properly filed rather than accumulating on desks or counters. Wipe down desks, counters, phones, keyboards, and commonly used office surfaces as needed. Maintain an organized breakroom/common area. Help keep the shop organized and presentable. Sweep shop floors and common areas when needed. Pick up trash, packaging, cardboard, and general debris around the shop. Break down and dispose of cardboard and packaging appropriately. Keep walkways, entrances, and commonly used areas free of clutter. Straighten shelves and designated storage areas. Notify ownership when larger shop organization or cleanup issues need attention. Maintain the regular cleaning schedule and complete routine cleaning responsibilities. Use reasonable downtime for filing, office organization, recordkeeping, cleaning, and other reasonable office/shop

Pay:

$23.00 - $28.00 per hour Expected hours: 45.0 per week

Benefits:

Paid time off

Work Location:

In person