PrairieFire Office Manager (Project Management)
As the premium and local provider of coffee, tea, and beverage solutions since 1960, PrairieFire Coffee Roasters continues to innovate and expand our business nationwide by offering tailored beverage solutions to meet the specific needs of each customer backed by our friendly, reliable PrairieFire service.
As a PrairieFire Office Manager, you'll and work closely with the Regional Sales Manager and General Managers in the field. The Office Manager is responsible for managing all aspects of the overall performance of the office, administrative duties, customer service staff, and customer service operations. The Office Manager is also required to consult with customers to determine the best product and/or service solution for their needs while representing the company in a professional, positive, helpful, and dependable manner so that the customer's experience is exceptional.
Why you'll love working here:
- We offer a full-time, Monday-Friday work schedule.
- You'll receive paid time off (PTO) at a generous accrual rate.
- You'll be eligible for a full benefits package, including a 401k with company match, following your introductory period.
- We're a stable and growing family-oriented company who regularly offers career advancement opportunities.
- We believe in upskilling our employees and promoting from within.
- You'll have the opportunity to utilize Culligan equipment in your home free of charge!
What you'll do:
Administrative & Operational Oversight:
- Perform the morning report - Complete the import of sales and data, ensure the transfer of inventory is accurate and prepare the system for the morning Hand Held Sync.
- Review and analyze the morning import report to validate all pricing changes.
- Monitor inbound calls to ensure proper handling and customer service standards.
- Assist with troubleshooting problem calls and resolving issues promptly.
- Process and close customer accounts ensuring outstanding balances are paid and equipment is returned; log all closed accounts with loss reasons.
Financial Management:
- Review and analyze daily Bank Reports (ACH, credit card, and deposit transactions).
- Post payments including checks, ACH, and credit cards when staff coverage is needed.
- Take physical deposits to the bank three times weekly and manage nightly deposit drops.
- Track and send daily Profit Reports to the Area Manager.
- Manage Accounts Receivable, including reviewing balances and conducting collections on overdue accounts or missing equipment.
- Assist accounting with general ledger (GL) discrepancies and resolution.
Inventory & Asset Management:
- Manage the Warehouse Inventory process
- Supervise the Outbound Delivery Driver
- Oversee warehouse processes daily to ensure tasks are on schedule.
- Transfer product inventory to the sales team and confirm accurate cost allocation.
- Manage monthly rental reports and send to the Accounting Department.
- Review sales team inventory schedules and ensure fixed prices are correctly reflected.
- Remove dead inventory items from all schedules; confirm clearance from inventories and inactivate accordingly.
- Log all equipment invoices to Capital Expenditure (CapEx) reports and reconcile monthly for the Accounting Department.
Systems & Process Support:
- Provide guidance on Account Mate and SERV Quest systems, including step-by-step support and problem-solving.
- Assist in developing or refining internal processes to improve workflow, accuracy, and efficiency across departments.
Where you'll work:
Our Office Managers spend all their time working in the dealership, more specifically in an office environment requiring regular use of computers and multi-line phones – this means you must be able to sit for extended periods of time. While our offices primarily work Monday – Friday 8am-5pm, this role may require some evenings and weekends as business needs require.
Who should apply:
In our Office Managers, we're seeking leadership characteristics that align with the values of the Hall's Organization. The right candidate for this role will have the ability to create alignment amongst their own team, as well as the other departments of the dealership. Additionally, the Office Manager will be responsible for holding staff accountable to in turn drive results.
To be successful, this leader must demonstrate strong business acumen to deeply understand how decisions impact both the customer and the bottom line. This role will act as a champion of customer service culture, ensuring that every team member is keenly focused on delivering a fantastic customer experience. And just as importantly, this roll will support on attracting, developing, and retaining top talent to build a high-performing, engaged team.
Qualifications:
- Thorough knowledge of computer database software operations, and all Microsoft Windows and Microsoft Office software applications.
- Knowledge of modern office practices and procedures and the use of office machines and equipment
- Thorough knowledge of business English, spelling, and punctuation
- Knowledge of methods and techniques used in recordkeeping systems
- Experience managing a diverse employee base
- Knowledge of Prism software preferred
- Thorough knowledge of policies and procedures of the Company; ability to understand and interpret pertinent policies and procedures clearly and accurately.
- Ability to establish and maintain effective working relationships with management, supervising personnel, co-workers, subordinates, all levels of business professionals, and the general public
- Ability to project a positive image to co-workers, subordinates, all levels of business professionals, and the general public
- Ability to communicate effectively orally and in writing
- Must be able to successfully pass background checks and drug screenings per the company requirements.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
