JOB DESCRIPTION

Office Manager

SUMMARY:

Job Description:

The office manager is in charge of the general operations of the sign shop. The Office Manager is responsible organizing and coordinating customers, vendors, production, installation and other functions to ensure effective communication and coordination. The office manager is the “glue” that holds all the other functions and activities together and coordinates the office based activities.

SCOPE

The Office Manager reports to the owner and is a co-equal to the production and installation/service manager. The office manager is responsible for the paper and communication part of the productions and install along with the management of the customer experience. Making sure the shop runs smoothly, cleanly and meets budget and sales goals.

This includes managing the SignVox process.

RESPONSIBILITIES

The major responsibilities and target accomplishments are:

  1. Maintain a positive and welcoming demeanor
  2. Handle incoming phone and email traffic
  3. Enter new customers in SignVox
  4. Gather basic information about each prospect / customer
  5. Basic design on the target customer’s sign
  6. Liaise with other areas (Production and Install).
    1. Use forms and SignVox to document the known production and installation requirements
  7. Maintain electronic file system for all customer designs, art, proofs, and production files
    1. Coordinate the daily activities of sign quoting to current and prospective customers
  8. Prepare permit applications and ideally do the applications to gain the relationships and experience in city planning departments.

Other duties

  1. Oversee receiving, stocking, issuing, and shipping merchandise within the facility with the help on the product and service staff
  2. Manages the 3rd party purchasing from other sign providers such as Matthews and Clairemont Signs.
  3. Orders supplies for the office.
  4. Manages the company’s art files including fonts and other assets
  5. Help with collections

SKILLS REQUIRED

  1. Excellent written and verbal communication skills
  2. Self starter, productive, trust worthy, highly motivated and ability to work alone and unassisted when need be.
  3. Ability to start a task and work through till completion

 

SUPERVISORY RESPONSIBILITIES:

Manage up to 12 employees.  Is responsible for the overall direction, and coordination of these units.

 

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE:

Related Bachelor’s Degree; or seven years related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:

Ability to read and comprehend simple instructions, short correspondence, and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS:

Ability to apply measure, factor and scale signs from paper to production. See and adjust font sizes, kerning, and spacing. Understand and manager file sizes, and file contents (PDF, Vector files, Raster files)

REASONING ABILITY:

Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems.  Ability to deal with nonverbal symbolism (formulas, scientific equations, graphs, etc.) in its most difficult phases.  Ability to deal with a variety of abstract and concrete variables.

OTHER KNOWLEDGE/EXPERIENCE:

Valid driver’s license and acceptable driving record that meets company requirements.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts and in outside weather conditions and is occasionally exposed to fumes or airborne particles and vibration.

The noise level in the work environment is usually moderate.